ARTICLES OF CONSTITUTION AND BYLAWS OF THE MASTER GARDENERS OF MERCER COUNTY

Transcription

1 ARTICLES OF CONSTITUTION AND BYLAWS OF THE MASTER GARDENERS OF MERCER COUNTY ARTICLE I. NAMES AND GOALS Approved April 7, 2003 Section 1. The name of this not-for-profit volunteer association is Master Gardeners of Mercer County. Section 2. The goals of this self-governing association are: ARTICLE II. MEMBERSHIP A. To assist the Rutgers Cooperative Extension in its service to the public. B. To expand the public s knowledge of responsible gardening and pest management through horticultural and environmental educational programs and community service activities. C. To engage and sustain the interest and enthusiasm of Mercer County Master Gardener volunteers. D. To conduct the business of this association in cooperation with the Rutgers Cooperative Extension. E. To participate in the Master Gardener Association of New Jersey. Section 1. Membership is open to all without regard to race, religion, color, age, national origin, gender, sexual orientation or disability. Section 2. Mercer County residents will be considered first for admission into the Mercer County Master Gardener Training Program. Out-of-county residents may be accepted if there is room and if they agree to fulfill their obligations to Mercer County. Section 3. Master Gardeners who wish to transfer into our association will be evaluated by the Mercer County MG Coordinator/Advisor to determine suitability and the need for any further training. Section 4. The members of this association will abide by the Bylaws and Operating Procedures and are defined as follows: A. Active member: (1) Has become certified by completing all the requirements specified in the Operating Procedures. (2) Has, after initial certification, re-certified each calendar year in accordance with requirements in the Operating Procedures. (3) Has the right to vote and hold office. 1

2 B. Provisional member: (1) Has completed the Master Gardener Training Course and passed the final exam, but has not fulfilled certification requirements. (2) Has the right to vote, but cannot hold elected office. C. Inactive member: (1) Has been certified but has not re-certified. If an inactive member cannot re-certify within two years, an interview with the Mercer County MG Coordinator/Advisor will be required to determine the necessity of re-education prior to performing MG functions. (2) Cannot vote or hold office. D. Lifetime member: (1) Has completed all requirements specified in the Operating Procedures. (2) Is not required to re-certify each calendar year. (3) Must remain sufficiently current to perform any Master Gardener function as determined by the Mercer County MG Coordinator/Advisor. (4) Has the right to vote and hold office. E. Honorary membership: (1) May be bestowed at the discretion of the Executive Board and the Mercer County MG Coordinator/Advisor. (2) Includes all privileges except the right to vote or to hold office. ARTICLE III. EXECUTIVE OFFICERS AND THE EXECUTIVE BOARD Section 1. The elected officers are: President; 1 or more Vice President; 1 or more Secretary; and a Treasurer, all of whom must be active or lifetime members. For interim vacancies, refer to Article VII, Section 3. Section 2. All officers are elected for a one-year term at the December meeting and will take office at the January meeting. Section 3. The elected officers, the committee chairpersons, the representatives to the MG Association of New Jersey, and the immediate past president will make up the Executive Board and are responsible for the direction of Master Gardener activities in concert with the goals of the organization. A. The Executive Board serves as a liaison between the Rutgers Cooperative Extension of Mercer County Agricultural Agent, management and staff and the Master Gardener Membership, and assists the staff with requests for services. 2

3 B: The Mercer County MG Coordinator/Advisor, County Agricultural Agents or their appointed representatives will be considered ex-officio members of the Association and advisors to the Executive Board. ARTICLE IV. DUTIES OF OFFICERS Section 1. President A. Conducts all meetings, and pursues the goals and functions of these Bylaws. B. Has the deciding vote in the event of a tie. C. Has the power to call a special meeting of the Membership, Committees, or the Executive Board. D. Defines the specific duties of the officers. E. Constitutes committees and appoints Committee Chairs as needed, and is a non-voting member of all committees. F. Confers regularly and shares administrative responsibilities with the rest of the Executive Board. G. Has authorization to sign checks. Section 2. Other Officers A. The Vice President(s) will assist the President in the performance of the President s required duties, will perform the duties of the President in the event of an absence of the President, and act as a liaison between the Officers and the Committees. The 1st Vice President will become President in the event of a vacancy in the office. B. The Secretary(s) records the minutes of Executive Board and General Meetings, making them available to the Membership, and will undertake other correspondence as necessary. C. The Treasurer: (1) Is authorized to sign checks. (2) Keeps an account of all receipts and disbursements and submits a monthly report to the Executive Board and Membership. (3) Provides all necessary financial data to the Executive Board in advance of budget preparation. (4) With the President proposes a budget for presentation and approval by the Membership at the March General Meeting. (5) Recommends guidelines for submittal and reimbursement of expenditures, which, upon approval of the Executive Board, become part of the Operating Procedures. (6) Reimburses Members for budgeted and/or approved expenses according to the Operating Procedure guidelines. (7) Provides a financial statement for each calendar year to the Executive Board. 3

4 (8) Presents the books on a yearly basis for review by a person or persons appointed by the President. Section 3. No officer, chairperson, or member is authorized to act as an independent agent to set policy or represent the Association without Executive Board approval. Section 4. Detailed descriptions of the duties of the officers are part of the Operating Procedures. Section 5. Any officer or chairperson may be removed from office by an affirmative vote of three-fourths (3/4) of the Membership at a General Meeting in which a quorum is present. Prior to bringing the issue to the Membership, a discussion must first be conducted by the Mercer County MG Coordinator/Advisor and/or their appointee(s) with the concerned parties requested to be present. Notification of the issue to be discussed, the meeting place, day, and time must be provided to the Membership not less than ten nor more than twenty business days prior to the meeting. ARTICLE V. FINANCE Section 1. Dues and/or assessments may be levied at the discretion of the Executive Board with ratification at a General Meeting by two-thirds (2/3) vote of the eligible voting members including two officers. Notification of proposed assessments will be made available to the membership 15 business days prior to the meting at which it will be considered. Section 2. The Treasurer will be authorized to invest surplus funds as directed by the Executive Board with two officers concurring. The recommendations will be presented to the Membership at a General Meeting for approval. ARTICLE VI. MEETINGS AND QUORUMS Section 1. Meetings A. The Executive Board will be scheduled to meet prior to the General Meeting and no less than 8 times per year. B. One General Meeting will be held in at least nine months of every calendar year. C. Minutes of all Executive Board and General Meetings will be made available to the Membership. D. Special Meetings (1) The President, a majority of the Executive Board, or any twentyfive members petitioning the President and the Executive Board, may call a Special Meeting. 4

5 Notification of the day, time and meeting place, as well as the business to be discussed, will be provided to the Membership in writing not less than ten nor more than twenty business days prior to the meeting. Discussion will be limited to the issues for which the meeting was called. In writing to be defined as all or any two of the following: by posting in the MG office; by group e- mail, by letter, or in the MG newsletter. (2) The President or two or more Executive Board members may call a special Executive Board meeting. Seventy-two hours notice will be given and discussion will be limited to the issue for which the meeting was called. Section 2. Quorums and Votes ARTICLE VII. ELECTIONS Section 1. Nominations A. A quorum is necessary to conduct business at a meeting. B. A quorum of the Executive Board will be a majority of its members and must include at least two Officers. C. A quorum of the Membership at a general meeting will be 20% of the total active and provisional Membership and must include at least two Officers. D. A majority vote of those present at a meeting is needed to approve a motion unless otherwise specified in these By-laws. E. Votes on motions will be taken by a voice vote or a show of hands. Any eligible voting member of the body may request a vote by paper ballot and the request will be honored without discussion. A. A Nominating Committee shall be appointed by the officers, with the approval of the Executive Board. It shall consist of a chairperson and four active or lifetime members chosen from as many different class years as possible. The Committee s composition will be voted upon by the Executive Board no later than the September meeting, and announced no later than the September General meeting. 5

6 Section 2. Elections Section 3. Vacancies Section 4. Transition B. The Nominating Committee will announce a proposed slate of officers for the following year no later than the November General Meeting. Nominations may be made from the floor at that time. Any person thus nominated must agree to be nominated and must be an active or lifetime member by date of election. In addition, notification of the proposed slate and any nominations from the floor will be provided in writing to the Membership prior to the December General Meeting C. At the December meeting the committee will make a formal presentation of its recommendations, and announce any nominations made from the floor at the November meeting. Additional nominations may be made from the floor at that time. Any person thus nominated must agree to be nominated and must be an active or lifetime member by date of election. A. The proposed slate of officers, including any nominations made from the floor at the November or December meetings, will be voted upon at the December General Meeting by show of hands or voice vote. Prior to the January meeting, the results will be provided in writing to the membership. The elected officers will take office at the January meeting. B. If there are two or more candidates a written ballot must be taken. A majority is needed to elect. A. Resignations of any officer must be made in writing to the President, who will present said resignation to the Executive Board. Resignation by the President must be submitted directly to the Executive Board. B. If a vacancy should occur in the Presidency, it will be filled for the remainder of the term by the Vice President, or by the First Vice President if there is more than one. C. Should a vacancy occur among the other officers, it will be filled within sixty days through appointment by the President with concurrence of the Executive Board and approval by the Membership at a General Meeting. A. Immediately following the election, newly elected officers may begin their work including considering Committee Chairs, preparation for the January meeting, and budget preparation B. At the end of their term of office, each elected and appointed Officer or Committee Chair, will deliver to their successor all current materials, supplies and records pertaining to their office. The retiring Officer or Chair will assist in effecting an orderly transfer of the administrative 6

7 ARTICLE VIII. COMMITTEES function of the office, including but not limited to briefing their successor on procedures, customs, and status of programs. Section 1. Committees may be established by the President with approval by the Executive Board. Section 2. Committees as listed in the Operating Procedures will function with members participating as needed. Section 3. Committee Chairs A. Are appointed by the President. B. Are members of the Executive Board C. Will encourage and invite Master Gardeners to serve on committees. D. Are responsible for the work of the committee including informing the Executive Board and Membership of its activities, keeping records of committee activities, and presenting reports to the Membership from time to time. E. Submit reports to Executive Board when requested. F. Are responsible for submitting a proposed committee budget to the Treasurer by the February meeting, and for managing the committee budget throughout the year. G. Prior to budget approval, committee chairs are authorized, after consultation with the President and Treasurer, to make interim budget expenditures not to exceed one-sixth (1/6 th ) of the previous year s budget. Section 4. Master Gardeners are urged to serve on at least one committee. ARTICLE IX. REPRESENTATIVES TO MASTER GARDENER ASSOCIATION OF NEW JERSEY Section 1. Two active or lifetime members will be appointed by the President and approved by the Executive Board to represent the Master Gardeners of Mercer County Association in a voting capacity on the Executive Board of the Master Gardener Association of New Jersey. Section 2. The representatives will report at meetings of the Executive Board and the Membership on State Master Gardener training, activities of interest, and issues of concern. 7

8 Section 3. Two alternate representatives may also be appointed by the President. They may attend the meetings in a non-voting capacity unless they are replacing a voting delegate. ARTICLE X. BYLAW AMENDMENT PROCEDURE Section 1. Proposals for Bylaw amendments will be submitted in writing to the Executive Board for review. Section 2. Notification of any proposed amendment will be provided in writing to the Membership 15 business days prior to the General Meeting at which it will be considered. Section 3. Passage of proposed amendments will be by an affirmative vote of two-thirds (2/3) of the voting Membership at the General Meeting providing a quorum is present. ARTICLE XI. DISSOLUTION OF THE ASSOCIATION In the event that the Association ceases to function and dissolves itself, all assets, after obligation and expenses of the Association have been satisfied, shall be transferred to organizations that have tax-exempt status in accordance with the provision of section 501(c)(3) of the Internal Revenue Code of 1954 or its corresponding future provisions or to another New Jersey County Master Gardener Association or to the Master Gardener Association of New Jersey. ARTICLE XII. PARLIMENTARY 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 XII. ADDENDUM TO BYLAWS The Addendum to the Bylaws shall include, but not be limited to, the Operating Procedures stating the current Master Gardener membership requirements, expenditure and reimbursement procedures, the current list of officers, committees and chairpersons, a list of the current approved volunteer activities, and the current volunteer agreement. ARTICLE XIII. LIABILITY Liability protection for advice given while in service to RCE is provided to Master Gardeners by the Rutgers University and Rutgers Cooperative Extension as long as the volunteer uses approved recommendations when dealing with the public. In New Jersey volunteers are also protected by the Charitable Immunities Act unless they commit an egregious or willful act of negligence. 8

9 OPERATING PROCEDURES February 1, 2002 Including: Lists of Officers, Committees and Chairman; MG Volunteer Agreement; Definitions of Service and Certification Requirements; MG Volunteer Requirements I. VOLUNTEER SERVICE A. All Mercer County Master Gardeners serve at the discretion of the Mercer County MG Coordinator/Advisor, currently the Mercer County Horticulturist Barbara Bromley, who has the right and duty to specify training and volunteer service requirements, require additional training, restrict the duties of any Master Gardener, or make any other volunteer service adjustments based on the needs of the Extension program and the volunteer II. CERTIFICATION REQUIREMENTS A. Complete the training course with 80% attendance and pass the final exam. B. Complete 60 volunteer hours by November 1 st of the year classes are completed and final exam is passed C. Of this 60-hour graduation requirement: 30 hours must be served on Helpline. 5 hours must be performed at the Mercer County Home Compost Demonstration Site and Gardens on activities related to composting and site maintenance as defined by the Compost Site Chairperson(s) and the Mercer County MG Coordinator/Advisor. 15 hours must be served on Mercer County projects (projects specified or approved by the Mercer County MG Coordinator/Advisor, County Horticulturist Barbara Bromley), or on additional Helpline or Compost Site related activities. Remaining 10 hours may be served on the above activities or on activities listed as Approved Other in the MG Volunteer Requirements. D. Have a signed Master Gardener Agreement on file with the Mercer County Extension Office. E. In the case of extenuating circumstances, the Mercer County MG Coordinator/Advisor, County Horticulturist Barbara Bromley, may extend or adjust these requirements. III. RE-CERTIFICATION REQUIREMENTS A. Complete 30 volunteer hours each calendar year to maintain active MG status. B. Of this 30 hour re-certification requirement: 15 hours must be served on Helpline. 15 hours may be served on approved Mercer County projects, Approved Other activities, additional Helpline, at the Home Compost Demonstration Site and Gardens activities; or on other activities specified or approved by the Mercer County MG Coordinator/Advisor, County Horticulturist Barbara Bromley. C. Have a signed Master Gardener Agreement on file with the Mercer County Extension Office. 9

10 D. In the case of extenuating circumstances, the Mercer County MG Coordinator/Advisor, County Horticulturist Barbara Bromley, may extend or adjust these requirements. IV. LIFETIME MEMBER STATUS A. A member will be awarded Lifetime Member status upon completion of 1000 volunteer hours. These volunteer hours include all volunteer activities performed for certification and re-certification plus no more than 100 hours of Advanced Training as defined and approved by the Mercer County MG Coordinator/Advisor, County Horticulturist Barbara Bromley. V. EXPENDITURE GUIDELINES A. Expenditure Guidelines will be recommended by the Treasurer and approved by the Executive Board per Article IV, Section 2.C.5. B. Expenses are considered to be approved when they fall within the years budget passed by the Membership, or an interim amount prior to budget passage of not more than one-sixth (1/6) of the prior years budget for that committee or activity; or an amount not to exceed $100 approved by two officers to include the President or, in the absence of the President, a Vice President. C. Committee Chairs will authorize expenditures within their approved budget and will bring requests for budget changes to the Executive Board. D All expenditure requests of over $100 that exceed the approved budget must be brought to the Executive Board for recommendation and subsequently approved by the Membership at a General Meeting. E. Requests for reimbursement must be submitted with relevant receipts and budget account name (i.e. committee or activity) to the Treasurer. If not submitted by a Committee Chair or Officer, requests must have the signature of the Committee Chair or Officer who authorized the expenditure. F. Checks for approved expenditures in excess of $1000 must be signed by two authorized signatories. Currently these are the Treasurer and the President or, in the absence of the President, a Vice President. 10