Standing Rules
Approved Feb 9, 2017
MEMBERSHIP
RE-CERTIFICATION HOURS
The members are responsible for reporting their hours accurately and in a timely manner.
Monthly reporting of hours is recommended and all required hours must be submitted by December 31st.
MEETINGS
FINANCE
DOCUMENTS
All documents shall be produced using Microsoft Word and/or Microsoft Excel.
PROJECT SANCTIONING
For a project to be sanctioned, a Project Proposal Form must be completed and submitted to the Second Vice President for feasibility review, approved by the county agent, board and membership.
The Board shall have the authority to approve the sanctioning of one-time “Public Events” projects as they come up, due to the often short time frame between receiving a request and the participation in the event (such as staffing a Q & A table at a garden center opening).
STATEWIDE EVENTS
Members shall be encouraged to attend the annual State Leadership training program. Now called P-N-G (Plant – Nurture- Grow) at the board’s discretion registration can be paid for a fixed number of active members as the budget allows. Travel, lodging, meals and other expenses shall be paid for by the attendee. If deemed appropriate, a per Diem or event allowance may be considered, subject to membership approval, to partially offset costs of travel, lodging, and meals for Board member attendees. Such allowance would be recommended by the Board annually, based on budgetary considerations. The amount of such allowance must be equal for all participants, and must be determined prior to the event.
The BCMG budget shall also include an amount each year to pay for the President’s registration, lodging and mileage (at the federal rate) to attend the annual State Master Gardener conference. Meals and extra cost for spousal lodging shall be the responsibility of the President.
AMENDMENTS
Amendments to the “standing rules” shall be recommended by a quorum of the Board of Directors and then approved by a majority of the members present and voting at any membership meeting.
- Dues are $10.00 per year and are due by February membership meeting of each year. Checks should be made out to Baxter County Master Gardeners or simply BCMG and submitted to the Treasurer. Dues can also be paid at the Extension Office.
- Dues must be paid prior to the due date by all members including those members with “leave of absence” and sustainer status. Failure to pay dues on time will result in forfeiture of membership.
- Members shall not use their BCMG affiliation for personal financial gain.
- Individuals must immediately discontinue use of logo and/or representing themselves as master gardeners if they have been removed from the roster.
- Members are not to solicit donations or contributions for BCMG without prior approval from the Board.
- Members are to notify the Secretary of all roster changes i.e. name and contact information.
- The completed “master roster” shall be in the possession of the Secretary only and any changes must be submitted to that office for inclusion. It becomes the obligation of the Secretary to make the appropriate changes to that “master” and notify the President, Newsletter Editor, Member Contact Chair and Webmaster.
- A review of member status and standing will be performed annually by the Roster Review Committee which shall consist of the President, Secretary, Treasurer, Timekeeper and the County Agent.
- Roster review must be completed by the Roster Review Committee for review at the March Board meeting. The new class shall be included in the roster by the end of February or as soon as possible after classes have been completed.
RE-CERTIFICATION HOURS
The members are responsible for reporting their hours accurately and in a timely manner.
Monthly reporting of hours is recommended and all required hours must be submitted by December 31st.
MEETINGS
- The general membership meeting will routinely be held the second Thursday of each month, at 1:00 PM, in the First Presbyterian Church, at 1106 Spring St., Mountain Home. Meeting of the general membership will not be held in the month of July. The president will have authority to reschedule a meeting as deemed necessary.
- Special meetings shall require a minimum 72 hour advance notice be given to all members via email or phone.
- The Board of Directors will meet monthly at a consistent day and time most convenient for Board members as determined by the President. Such meetings will be held at an agreeable meeting location. The board may meet in the month of July if determined necessary.
- If school is canceled due to weather on a given day, BCMG meetings are also canceled
FINANCE
- All expense reimbursement requests shall be submitted for approval on a reimbursement request form with receipts attached and including a clear description of the expenditure signed as noted within 60 days of the expenditure.
- All expense reimbursement request forms must be submitted for approval to the responsible committee chair who will subsequently submit the form to the responsible officer for final approval. Officers approving these expenses should have some knowledge of the transaction and the proper budget line to charge the expense to. Expense reimbursement requests submitted by a board member must be approved by another board member.
- Approved expense requests are to be submitted promptly to the treasurer for reimbursement.
- Beyond 60 days, the expense becomes the obligation of the member.
- All expenses incurred after October 23rd must be submitted by December 23rd, so that books can be closed at BCMG’s year-end on December 31st.
- The Board shall be responsible for the total approved budget, but may re-appropriate budgeted funds between line items as required.
- All non-budgeted expenses of $100 or less may be approved by the Board.
- All non-budgeted expenses which exceed $100 shall require membership approval.
- All monies received for BCMG shall be turned over to the Treasurer within 30 days of their receipt.
- The final yearend report of the Treasurer shall be available for the January Board of Directors meeting and the audit shall be completed on or before January 31st.
DOCUMENTS
All documents shall be produced using Microsoft Word and/or Microsoft Excel.
PROJECT SANCTIONING
For a project to be sanctioned, a Project Proposal Form must be completed and submitted to the Second Vice President for feasibility review, approved by the county agent, board and membership.
The Board shall have the authority to approve the sanctioning of one-time “Public Events” projects as they come up, due to the often short time frame between receiving a request and the participation in the event (such as staffing a Q & A table at a garden center opening).
STATEWIDE EVENTS
Members shall be encouraged to attend the annual State Leadership training program. Now called P-N-G (Plant – Nurture- Grow) at the board’s discretion registration can be paid for a fixed number of active members as the budget allows. Travel, lodging, meals and other expenses shall be paid for by the attendee. If deemed appropriate, a per Diem or event allowance may be considered, subject to membership approval, to partially offset costs of travel, lodging, and meals for Board member attendees. Such allowance would be recommended by the Board annually, based on budgetary considerations. The amount of such allowance must be equal for all participants, and must be determined prior to the event.
The BCMG budget shall also include an amount each year to pay for the President’s registration, lodging and mileage (at the federal rate) to attend the annual State Master Gardener conference. Meals and extra cost for spousal lodging shall be the responsibility of the President.
AMENDMENTS
Amendments to the “standing rules” shall be recommended by a quorum of the Board of Directors and then approved by a majority of the members present and voting at any membership meeting.
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