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James City County/Williamsburg
Master Gardeners

MG Association By-Laws

revised March 2008

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ARTICLE I
NAME


The name of this organization shall be "The James City County/Williamsburg Master Gardener Association."

ARTICLE II
PURPOSE


The purpose of this organization shall be to promote the work of Master Gardeners (volunteer educators), in conjunction with the James City County Virginia Cooperative Extension, to increase the knowledge and understanding of environmentally sound horticulture within the community. This organization shall also serve to provide ongoing educational opportunities for Master Gardeners themselves, and to disseminate information about community activities of interest to the membership.

ARTICLE III
MEMBERSHIP AND DUES


Section 1. Membership: There are six levels of Master Gardener status.
A. Master Gardener Trainee: One who is currently in classroom training to become a Master Gardener, but has not yet taken or satisfactorily passed the final examination on course materials.
B. Master Gardener Intern: One who has completed the Master Gardener Program classroom training requirement, achieved 70% or above on final examination, and is currently fulfilling the initial internship experience of 50 hours educational efforts/work time plus an additional 20 hours working the VCE MG Help Desk
C. Master Gardener: One who has completed the full Master Gardener Program - classroom and internship - and is volunteering with VCE, fulfilling the program requirements of 20 hours of volunteer work and 8 hours of advance training annually.
D. Specialized Master Gardener: One who has received specialized training in any of the advanced-level Master Gardener training programs and has completed the program requirements. Specialized training is available in various areas, such as Master Gardener Tree Steward and Master Gardener Water Steward.  
E. Emeritus Master Gardener: A dedicated Master Gardener who “retires” due to health or other reasons after 1000 hours of service. This title can only be granted when approved by the VCE Coordinator and with consensus of the Executive Board. This is a high honor status and should have limited use. This title is specifically for individuals who can no longer complete the requirements for remaining an active Master Gardener, but who wish to continue active affiliation with the program.
F. Inactive Master Gardener. The status of Inactive Master Gardener is temporary and is available for a one or two year period upon request of the individual and approval by the VCE Coordinator and Executive Board.  An Inactive Master Gardener pays the yearly dues, is not removed from the mailing list, and may continue to contribute to the organization. During the inactive status, the member remains a qualified Master Gardener without completing the annual program requirements. After a two year absence, the VCE Coordinator may require the member to take some additional training before regaining active status.

Section 2. Dues: The fiscal year for the Association runs from January 1 through December 31. Dues must be paid by March 15 for members to retain active status. Only members who pay dues will receive the monthly newsletter.

ARTICLE IV
EXECUTIVE BOARD


Section 1. The Executive Board, hereinafter the Board, shall consist of the officers of the Association, and shall carry out the responsibilities of the Association. All actions and business conducted by the Board shall be by majority vote, provided a quorum (four) of the officers is in attendance. The Board may invite other members to attend meetings as necessary and prudent, but these members will be non-voting.
1. The officers shall consist of a President, First Vice President, Projects, Vice President, Internal Master Gardener Education, Vice President, Administration, Secretary, Treasurer, State Representative and such other Directors as deemed necessary by the Board and appointed by the President. These officers, plus the immediate Past President (ex officio), and the County Extension Agent (ex officio) shall constitute the Executive Board.
2. The term of office shall be for two years.  Three of the six officers are to be elected one year, and four the next, to ensure Board continuity.
3. Officers shall be elected by the membership not later than June of each year and assume their duties at the July meeting.

Section 2. The duties of the officers shall be as follows:
1. The President shall preside at all meetings, appoint all chairs, and coordinate the work of the officers and committees of the Association. The President shall meet with the County Extension Agent at a minimum on a monthly basis to discuss ongoing work of the Association.
2. The First Vice President, Projects shall be responsible for all community educational service projects. The First Vice President shall serve in place of  the President in his/her absence.
3. The Vice President, Internal Master Gardener Education shall be responsible for all projects that further the education of master gardeners and master gardener trainees.
4. The Vice President for Administration shall be responsible for all administrative projects to include the newsletter, special events, awards, nominations and publicity.
5. The Secretary shall record the minutes of all meetings of the Association and the Executive Board. The Secretary shall maintain the records of the Association and turn them over promptly to his/her successor.
6. The Treasurer shall maintain all funds of the Association, disburse any funds for official Master Gardener activities, and provide periodic reports, including an annual report to the general membership at the close of the fiscal year. The Treasurer shall turn over all records to his/her successor.
7. The State Representative shall attend meetings of the Virginia Master Gardener Association.
8. The immediate Past President (ex officio) shall provide support as requested.

Section 3. Duties of the Executive Board:  The specific “Duties of Board Members” will be identified by the Board such as is deemed prudent by them for the effective and efficient conduct of the Association’s stated purpose. These duties will be reviewed and revised as necessary by each new Board, with approved revised editions appended as a supplement to these Bylaws.

ARTICLE V
COMMITTEES AND VACANCIES


Section 1. Committees may be created by the President, with the approval of the Executive Board, to manage and/or conduct the responsibilities of the Association.

Section 2. Standing committees for awards and nominations shall be maintained throughout the year.

Section 3. Vacancies. Executive Board vacancies shall be filled by Presidential appointment, in consultation with the Board, to complete the expired terms of office.

ARTICLE VI

SPECIAL FUNDS

Section 1.  Sunshine Fund. As the budget will allow, upon the serious illness, hospitalization or death of a member of the JCC/W Master Gardeners or an immediate family member (generally one who resides in the same household), a plant, flowers or a contribution to an organization shall be made. The maximum amount will be $50. For all other acknowledgements, a card will be sent.

Section 2. Reserve Funds. Monies removed from the JCC/W Reserve Fund for expenses to cover special circumstances not anticipated at budget time should be limited to $1000 a year with a $100 spending limit allowed for any one unbudgeted item. Any proposed expenditures of more than $100 is to be voted upon by the membership.

ARTICLE VII
MEETINGS


Section 1. General membership meetings will be held monthly on the first Thursday at a time and place designated by the President.

Section 2. The election of officers shall be held no later than the June meeting. The President shall appoint a nominating committee responsible for nominating a slate of officers. Prior to the “call for a vote” the Chair shall ask for additional nominations from the floor. Prior approval must be obtained from the nominee before any person is nominated from the floor.

Section 3. Actions or recommendations submitted to the membership shall be approved or disapproved by a majority vote of those voting members present.

ARTICLE VIII
AMENDMENTS AND PROCEDURES


Section 1. These bylaws may be amended at any meeting of the Association by a majority vote of those present.  Proposed amendment(s) shall have been submitted to the membership in writing at the previous meeting. Proposed amendments shall be distributed to the membership through the monthly newsletter and/or mass e-mail no less than 15 days prior to the membership vote.

Section 2. Procedures for the conduct of all meetings will be in accordance with Robert’s Rules of Order, latest revision.

Section 3. In addition to these bylaws full job descriptions for all board members  prepared by the Board to address the day-to-day requirements, functions, and needs of the organization. These operating guidelines job descriptions may be amended at any time by a majority quorum vote of the executive board. Current job descriptions, VCE Sustainable Landscape Management Practices, and the current VCE guidelines for “Master Gardeners as Educators” and Educational Programming”, Guide to Master Gardener Educational Programming, pp. V-15, and V-16 are available to the membership upon request.