THE POLK COUNTY MASTER GARDENER ASSOCIATION BYLAWS Approved November 12, 2014 at the regular Chapter Meeting ARTICLE I Members Section 1. The membership in this Chapter shall be open to those individuals who have submitted documentation of successful completion of the Master Gardener Training, and paid Polk County Master Gardener annual dues. Section 2. Membership in the Polk County Chapter of the Oregon Master Gardener Association automatically makes an individual a member of the Oregon Master Gardener Association. Section 3. The annual dues shall be due January 1 st of each year. By January 10, the treasurer shall notify in writing members who have not paid dues that they will be dropped from membership as of February 1. Dues are delinquent after February 1 and those individuals shall be dropped from membership in the Chapter. The Board shall determine the amount of dues. To change the amount of dues at a regular Chapter meeting notification to the membership shall be published in the monthly newsletter prior to the vote. These dues include the annual individual membership dues in the Oregon Master Gardener Association, which are paid by the Chapter. Section 4. Trainees enrolled in the Polk County Oregon State University Master Gardener TM Training Classes are members during the calendar year of training. They shall be required to pay dues January 1 st of the following calendar year to continue their membership. For those Trainees who have not completed volunteer payback hours an additional year of membership may be allowed if arrangements are made with the Extension Agent or Educational Program Assistant for additional time to complete payback and upon receipt of annual dues. Thereafter, special arrangements must be approved by the Extension Agent or Educational Program Assistant to complete certification requirements and resume membership. Section 5. Dues are not refundable. Section 6. Upon recommendation of the Executive Board an honorary life membership may be conferred upon a member who has rendered notable service to the Chapter. An Honorary member is exempt from payment of dues and is entitled to all of the privileges of membership. Section 7. Extension staff engaged in the OSU Home Horticulture Master Gardener TM program are automatically included as Honorary members. Extension staff are exempt from payment of dues and may not vote or hold office. Extension staff eligible for honorary membership, but who have completed the Master Gardener TM training program and attained certification, may elect to pay dues and participate as an active member.
Section 8. Membership may be terminated with due cause by the Executive Board after giving the member at least fifteen days written notice by certified mail of the pending termination. The member shall have an opportunity to be heard by the Executive Board, orally or in writing, not less than five days before the effective date of termination. The decision of the Board shall be final. Section 9. The personal liability of each member of the Executive Board and each officer of the association or its members, for monetary or other damages, for conduct as a Board member or officer or a member shall be eliminated to the full extent permitted by law. Section 10. Polk County Chapter of Oregon State University Master Gardeners TM offers educational programs, activities, and materials without regard to race, color, religion, sex, sexual orientation, national origin, age, marital status, disability, and disabled veteran or Vietnam-era veteran status as required by Title VI of the Civil Rights Act of 1964, Title IX of the Educational Amendments of 1972, and Section 504 of the Rehabilitation Act of 1973. ARTICLE II Officers Section 1. The officers of the Chapter shall be a President, a First Vice-President, a Second Vice- President, a Secretary, a Treasurer, a Membership Chair, an Inspiration Garden Chair and an Oregon Master Gardener Association Representative plus the Immediate Past President. Section 2. These officers shall perform the duties prescribed by these bylaws and by the parliamentary authority adopted by the Chapter. Section 3. In September, the President shall appoint three members to the Nominating Committee. At least one member of the committee must be a current Board member. It shall be the duty of this committee to nominate candidates for the offices. The Nominating Committee shall report at the regular October Chapter meeting. Additional nominations may be made from the floor. Ballots will be mailed to members in the November issue of the Chapter newsletter and may be returned to the Extension office prior to the November Chapter meeting or brought to the November Chapter meeting where the ballots will be counted. Section 4. The new officers shall be installed at the regular December Chapter meeting. The officers shall be elected to serve for one year and their term of office shall begin on the first day of January. Section 5. No member shall hold more than one office at a time, and no member shall be eligible to serve more than two consecutive terms in the same office. Following two consecutive terms in the same office, a one-year lapse must occur before the member is eligible to be elected to that office again. The exception is that a member may serve as Treasurer for up to five consecutive years.
ARTICLE III Meetings Section 1. Regular Chapter meetings may be held each month unless otherwise ordered by the Executive Board. The Board shall decide date, time and place. Notice of meetings shall be announced in the Chapter newsletter. When necessary a special meeting may be announced by contacting members by phone, post card or e-mail. Section 2. The President or the Executive Board may call special Chapter meetings. The purpose of the meeting shall be stated in the call and at least three days notice shall be given. Section 3. Motions and other business coming before the Chapter will be decided by a majority vote of members present. ARTICLE IV Executive Board Section 1. The elected officers of the Chapter shall constitute the Executive Board. The OSU Extension Agent, OSU Educational Program Assistant, Plant Sale Chairperson, Fall Fling Chairperson, an Oregon Master Gardener Association Alternate Representative and others as deemed necessary, shall serve as ex officio (non-voting) members. If the Oregon Master Gardener Association Representative is unable to attend a Board meeting, the Alternate Representative will have voting rights for that meeting. Board members shall not receive salaries for their Board services. Section 2. The Executive Board shall have general supervision of the routine affairs of the Chapter between its regular meetings. Duties include: establishing Standing Rules; expending funds as authorized by the budget; fixing the hours and place of meetings; making recommendations to the Chapter; settling all disputes that may arise within the Chapter; and performing other duties as specified in these bylaws. The Board shall be subject to the orders of the Chapter, and none of its acts shall conflict with action taken by the Chapter. Section 3. Members wishing to introduce material or subject matter shall present it to the President prior to the beginning of the Board meeting. Section 4. Unless otherwise ordered by the Board, regular meetings of the Executive Board may be held monthly at a time and place to be determined by the President with the Board s approval. Regular Board meetings shall be announced in the newsletter. All Chapter members are welcome to attend and participate in these meetings. Section 5. Special Board meetings may be called at a time and place to be determined by the President. Special meetings may also be called upon the written request of three members of the Board. Notice of such meetings including date, time, place and purpose shall be conveyed to each Board member by phone, mail or e-mail not less than two days prior to the meeting.
Section 6. A quorum at an Executive Board meeting shall be a majority of the Board members fixed by these bylaws. If a quorum is present, action is taken by a majority vote of Board members present. Section 7. Actions of the Board shall be reported at the regular Chapter meetings. The membership may accept, reject or modify actions which affect the Chapter as a whole, by a majority vote at a Chapter meeting. Section 8. Vacancies on the Executive Board may be filled at the discretion of the President with the approval of the Board for the remaining calendar year. A Board member appointed to fill an unexpired term of office is eligible to be elected to the same office, or any other office, at the expiration of the original term. Section 9. Any Board member may be removed, with cause, at a meeting called for that purpose, by a majority vote of the Board. This action is subject to the approval of the membership at a regular meeting. ARTICLE V Committees Section 1. In September, the President shall appoint three members to the Nominating Committee. At least one member of the committee must be a current Board member. It shall be the duty of this committee to nominate candidates for the offices. The Nominating Committee shall report at the regular October Chapter meeting. Additional nominations may be made from the floor. Ballots will be mailed to members in the November issue of the Chapter newsletter and may be returned to the Extension office prior to the November Chapter meeting or brought to the November Chapter meeting where the ballots will be counted. Section 2. In September, the President shall appoint a Budget Committee consisting of three members. The Treasurer shall chair the committee. It shall be the duty of this committee to prepare a budget during October for the next calendar year and submit it to the Board for approval at the November Board meeting, then to be voted on by the Chapter membership at the regular November Chapter meeting. The Budget committee with the approval of the Board may, from time to time, submit supplements to the budget for the current year. Section 3. In December, the President shall appoint three members to the Auditing Committee. Their duty shall be to audit the Treasurer s accounts at the close of the calendar year and to report to the Board and Chapter no later than the regular February Chapter meeting. If there is a change of Treasurer during the calendar year for which the officer was elected, an audit may be conducted. Section 4. Special Committees/Projects may be appointed as needed to accomplish the objects of the Chapter. Committees/Projects may be reviewed annually by the Board. All Committee/Project Chairpersons shall be appointed annually by the President. The Board may assist the President in these appointments.
Section 5. All Committees and projects operate under the direction of the President and the Board who may advise and assist them. Committees and projects have no authority except that assigned to them or given to them in the Bylaws or Standing Rules. Committee and project chairpersons shall report regularly to the Board. ARTICLE VI Parliamentary Authority The rules contained in the current edition of Robert s Rules of Order newly Revised shall govern the Chapter in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order that the Chapter may adopt. ARTICLE VII Amendment of Bylaws These bylaws may be amended or repealed and new bylaws adopted by two-thirds majority vote of the members attending a regular Chapter meeting provided the amendment has been submitted in writing at the previous regular Chapter meeting. If a Committee is in charge of the amendments or revision rather than the Board as a whole, the Board shall first review the bylaw changes, additions, deletions or revisions. Notification of the upcoming vote shall be printed in the Chapter newsletter prior to the vote. ARTICLE VIII Dissolution of the Chapter In event of the dissolution of the Association, assets shall be distributed to the Oregon Master Gardener Association, a tax exempt organization, or for one or more exempt purposes within the meaning of section 501 (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government or other nonprofit organization, for a public purpose.