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Approved February 21, 2001

Amended April 18, 2002

Amended July 20, 2004

Amended April 21, 2005

Amended April 20, 2006

ARTICLE I. Name

 The name of the Association will be “New River Valley Master Gardener Association,” (hereinafter referred to as “the Association”).

ARTICLE II. Mission

The purpose of the Association is to provide service to the community by promoting good horticultural practices in accordance with standards approved by the Virginia Cooperative Extension (VCE) and its Master Gardener Program, and to foster communication, education, and fellowship among its members.

ARTICLE III. Membership

Section 1. Any person who has completed the VCE Master Gardener Program or is a VCE Master Gardener Intern or Trainee is eligible for membership. All members are eligible to vote and hold office.

Section 2. A member will:

(1) pay dues as set by the Association,

(2) make every effort to attend the Association meetings,

(3) assist in projects agreed upon by the Executive Board,

(4) volunteer the number of hours per year as set by the Executive Board (in compliance with the requirements set by the VCE) after the completion of initial volunteer service requirements

(5) participate in additional training each year for the number of hours set by the Executive Board (in compliance with the requirements set by the VCE).

Section 3.  Classes of members: 

Active: Master Gardeners who have fulfilled membership requirements and Master Gardener Interns or Trainees who are working to complete requirement to become a VCE Master Gardener

Inactive: Any Master Gardener may request of the Executive Board in writing to become inactive for a period of one year.  Inactive Master Gardeners pay dues but are absolved from other obligations.  Extending this status beyond one year will be considered on a case by case basis by the Executive Board.

Emeritus: A Master Gardener unable to continue in an active status, may request in writing to be considered for Emeritus status. Determination of eligibility for Emeritus status will be at the Board's discretion.

ARTICLE IV. Meetings

Section 1. Regular meetings will be held monthly at a date, time, and place selected by the Executive Board.

Section 2. The Association will hold an annual meeting each year at a date, time and place to be determined by the Executive Board. The membership will elect officers and transact such other business as may properly come before the annual meeting. Notice of the annual meeting will be mailed at least 15 days before the meeting.

Section 3. Twenty-five percent of the membership will constitute a quorum at the Association’s meetings.

ARTICLE V. Officers

Section 1. The officers of the Association are a president, vice-president, secretary, treasurer.  There will also be four members-at-large. Of the four members-at-large, one will be an intern level member. The treasurer will serve without bond.

Any of the 4 offices may be shared by not more than two individuals.

Section 2. Officers will be elected by a majority vote of the membership at a duly called annual meeting, with the exception of the members-at-large who will be appointed by the president. Candidates for officers will be chosen by the Nominating Committee and nominations may be accepted from the floor.  The Nominating Committee may offer names to the Executive Board of those willing to serve as member-at-large.

Section 3. Officers will serve for one year or until their successors are installed. The term of all officers will start at the beginning of January. No officer will serve for more than two consecutive terms in the same office. If the Nominating Committee is unable to find a candidate for an office, an incumbent may continue to serve with the membership’s approval. If a vacancy occurs in any one of the above offices, the Executive Board may appoint a member to fill the vacancy until the next annual meeting.

Section 4.  Committee chairs are board members.  The purpose in doing this is to facilitate coordination and communication within committees.

 ARTICLE VI. Executive Board

Section 1. The Executive Board will consist of the officers, members-at-large, the immediate past-president, and other board appointed positions.

Section 2. The Executive Board will be responsible for creating committees, and for determining the Association’s Standing Rules.

Section 3. The Executive Board will set the frequency of its meetings. Any member may attend these meetings.

Section 4. Fifty percent of the Executive Board will constitute a quorum at all Executive Board meetings.

ARTICLE VII. Committees

Section 1. The Association’s projects and programs will be run by Standing Committees. Interested NRVMGA members may volunteer at any time during the year to join a committee.

Section 2. The Standing Committees.

Membership: This committee will develop and distribute an annual membership renewal form. It will assess the information returned by members and present this information to the membership. This committee will organize and publish an annual membership directory to be distributed at the April monthly meeting. It will maintain a current and updated master roster during the year. This committee will prepare letters for the President to members approved for inactive and emeritus status outlining obligations and absolving them of other Master Gardener responsibilities and legal coverage. The committee will develop, monitor and maintain methods of membership communication to assure effective communication of activities and opportunities for members. Members-at-Large will co-chair this committee.

Program: This committee will be responsible for planning, coordinating, communicating, and arranging all aspects of monthly membership meetings. Program planning and scheduling will be done for the next year.  This will allow for better access to speakers.  This committee will work with the Outreach and Public Education committee to coordinate the annual NRVMGA and VCE educational requirements.  The Vice-president will chair this committee.

Outreach and Public Education: This committee will coordinate educational events such as plant clinics, youth programs, and educational programs.  They will organize materials from the Extension Office to provide support for community education. Members of this committee will plan and coordinate plant clinics which includes coordinating workers, developing materials and overseeing the events. Members interested in working with children in school programs will take appropriate Extension training and develop programs for youth. This committee would maintain a roster of speakers from horticulture professionals, VA Tech faculty and staff, and the Master Gardener membership. They will also coordinate program ideas with the Program committee for educational programs to meet the NRVMGA and VCE educational requirements. The Master Gardener Coordinator will chair this committee.

Fund Raising: This committee will investigate and develop fundraising activities to support projects approved by the Executive Board.  It will plan, organize and implement fund raising activities. The President or her/his designee will chair this committee.

Intern Training Program and Time Sheet Recording for All Members: This committee’s job is to support the Master Gardener Intern program as administered by the VCE Master Gardener  State Coordinator and the local Master Gardener Coordinator. This includes recruitment, advertising, mentor coordinator, class room monitors, and office support. The committee will also keep track of volunteer hours contributed by NRV Master Gardeners and identify members who are eligible for awards or honors including trainees who have completed in-class training and 50 hours of service. The Executive Board will appoint this committee chair.

Newsletter and Web site: This committee plans, designs, and prepares a monthly newsletter for publication. It keeps current addresses and mails the newsletter. Members of the committee write articles, seek articles from Master Gardeners and others, help with editing, and monitor upcoming events for inclusion. The Web Administrator will serve as a member of this committee. The Secretary will chair this committee.

History and Records Retention: This committee gathers information about events and projects to build a historical record of Association activities. The committee will present scrapbooks, photographs, and other memorabilia to the membership at the annual business meeting each fall. This committee will maintain an up-to-date display board for Association use at all times. The Executive Board will appoint this committee chair.

Grants: This committee will plan, organize, and solicit applicants for the Master Gardener’s grants program. They will receive and review applications and submit recommendations for funding to the Executive Board. The Treasurer will chair this committee.

Nominating: This committee will identify members who may consider serving on the board as an elected officer. This committee will be elected by the Association at the August meeting and will present a slate of nominees at the annual fall business meeting.  The Executive Board will appoint the chair of this committee.

Financial Responsibility Committee:  This committee will conduct an annual audit and will insure compliance with Federal and State regulatory agencies.  The Executive Board will appoint the chair of this committee. 

Article VIII. Fiscal Year

The Association’s fiscal year will be from January 1 to December 31.

Article IX. Parliamentary Authority

Robert’s Rules of Order, current edition, will govern the Association in all cases in which they are applicable and in which they are consistent with these bylaws and any special rules of order the Association may adopt.

Article X. Amendment of Bylaws

These bylaws may be amended at any meeting of the Association by a two-thirds majority vote of the members present and voting, provided that notice of the proposed amendment(s) has been given to the membership at least 15 days prior to the meeting where they are to be voted upon.

Article XI. Financial

Section 1. This Association is organized and will be operated exclusively for educational, scientific, or charitable purposes. No part of its net earnings will inure to the benefit of private individuals. No substantial part of the Association’s activities will consist of political activities.

Section 2.  The President and Treasurer are authorized to issue checks for approved budget expenditures.  The Executive Board may approve expenditures for normal operating costs for the Association without a vote of approval by the membership.

Article XII. Miscellaneous

Section 1. The Association will not discriminate on the basis of age, color, disability, gender, national origin, political affiliation, sexual orientation, race, religion, or veteran status.

Section 2.  In the event of the dissolution of the Association, all accrued assets will be disbursed to other organizations whose stated purposes are deemed by the final Executive Board to be in accord with those of the Association.

STANDING RULES

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(Approved February 21, 2001)

Reference:

New River Valley Master Gardener Association Bylaws, approved (February 21, 2001, Amended July 20, 2004, Amended April 21, 2005, Amended April 20, 2006).

Purpose:

The purpose of these Standing Rules is to provide guidelines for the administration of the New River Valley Master Gardener Association and to amplify the Association Bylaws.

Membership:

Dues are due and payable by March 1 of each year. Changes to annual dues will be presented by the Executive Board and voted on by the membership at the annual meeting.

Membership Directory: The membership directory will be distributed at the April and May membership meetings.  After these distribution dates directories will be available at the Christiansburg Extension Office for pick up.

Membership Guidelines:  Local guidelines take precedence as long as these polices are maintained as a minimum standard for all VCE Master Gardener group in Virginia.

Membership Requirements: In compliance with the VCE active Master Gardener requirements, a member must complete 20 hours of volunteer service as a Master Gardener and complete 8 hours of Continuing Education annually as approved by the local MG Coordinator.  Members renewing that have not completed required hours will be sent an ineligibility letter along with a refund of renewal dues.  Members approved for a one year inactive status and members awarded Emeritus status will receive a letter notifying them of their status, absolving them of active Master Gardener obligations and absolving their legal coverage under the Virginia Cooperative Extension. A copy of the notification letter will be attached to the written request and filed with the appropriate forms.

A Master Gardener Intern must complete 50 hours of volunteer work before becoming a Master Gardener as follows:

1. A minimum of 20 hours at community plant clinics, or the Extension Office.

2. A minimum of 20 hours in educating the public through community gardens, in school garden projects, community celebrations, composting demonstration site, etc.

3. A maximum of 10 hours may be counted toward the 50 hours in administrative MG work helping with the Newsletter or Roster, attending meetings, etc.

Meetings:

Executive Board Meetings: Date, time, and location will be determined by the Board and published when possible in the Newsletter.  These meetings are open to the membership.

General Membership Meetings: Dates will be determined by the Board on an annual basis and published in the January newsletter. Meeting time, location, and educational program will be announced each month through the newsletter.

Annual Meeting will be held in November at the scheduled time of the regular membership meeting. Notice of the Annual meeting will be published in the October Newsletter.  Election of officers will be held annually at this meeting.

Educational content:  Fifty percent of monthly meetings will have educational content in support of annual Continuing Education hour’s requirement.

Officers:

Officer Guidelines: Duties of officers are defined in the Association Bylaws and Robert’s Rules of Order.  Additional duties are described as follows.

President:

1.      Prepare an agenda for all Executive Board and Association meetings.

2.      Open meetings on time as designated.

3.  Attend and chair all meetings of the Executive Board and the Association.

4.  With approval of Executive Board, appoint members at large and committee chairs

5.  Act as an ex-officio member of all committees, except the Nominating Committee.

6.  Contact chairs of all committees periodically to ensure that committees are running smoothly. Attend committee meetings when possible.

7.  Write letters on behalf of the Board or Association as directed by the Executive Board or when otherwise appropriate.  The member ineligibility letter is an example of such a letter.

8.  Oversee storage of records as required by state and federal regulatory agencies.

9.      Maintain records and present them to the newly elected President.

Vice President:

1.  Assume the President’s tasks in the absence of the President and assist the President as needed.

Secretary:

1.  Take minutes at Executive Board and Association meetings using an approved format.  If unable to attend a meeting, find a substitute.

2.  Distribute minutes of Executive Board meetings to members by mail or email  in a timely manner.

3.  Send minutes of Association meetings to the newsletter by the deadline for the following month.  Also send a copy to the president.

4.  When Association By-laws and Standing Rules are revised or amended the Secretary is responsible for sending this information to the Membership and Web Site Committee for updating in the yearbook and website.

5.  Call a meeting to order in the absence of the President and Vice President.

6.  At the end of the fiscal year, place a copy of minutes of all meetings with attachments in a central location as required by state and federal regulatory agencies.

7.  Provide copy of records for newly elected secretary.

8. Will monitor minutes of the VMGA and present pertinent information to the Executive Board.

Treasurer:

1.       Have chief responsibility for all monies deposited into such financial institutions as may be approved by the Executive Board.

2.      Prepare a proposed budget for the Association.  Present the budget to the executive board for approval by March. 

3.      Present a treasurer’s report (with copies for members) at each Executive Board meeting. Show balance for the beginning of the period, receipts, disbursements, and balance at close of period.

4.      Disburse funds as designated.  Keep a schedule of payment obligations.

5.      At the end of the fiscal year, place a copy financial records of the Association in a central location as required by state and federal regulatory agencies.

6.      Turn over a copy of records to the newly elected Treasurer.

7.      Assist the Financial Responsibility Committee.

Executive Board:

           Administration:

1.      The Executive Board will plan, organize, and administer the programs and activities of the Association.

2.      All Board members will participate in at least one committee as an active member.

3.      The Past President will serve as a member of the Executive Board for one year.  He/She will serve as liaison between the past and present boards to ensure a smooth transition from one administration to the next.

4.      The Executive Board will appoint chairs of committees not designated in the by-laws.

5.      The Executive Board will appoint ad hoc committee chairs as needed.

Distribution of Standing Rules: Standing Rules will be given to each Executive Board Member and all Committee Chairs and will be reviewed by the Executive Board at the January board meeting each year.

           Committee Guidelines:

1. Each committee will have a chair. The chair will keep the President informed of all activities.

2. The committee chairs are encouraged to attend Executive Board meetings when their committee is active or is in planning stages.

3. Committee chairs will submit reports to the Newsletter when their committee is active.

4. Committee chairs will maintain committee records and deliver these to the incoming chairs.

5.  Committee Chairs will invite the President & Coordinator to all of their committee meetings and keep them advised of work dates, etc.

            Financial:

The Executive Board may authorize the commitment of Association funds for operational expenses. Additionally, the Association may fund advances to Committee Chairs and pay expenses associated with approved Association activities. Documentation, noting date, amount, and committee involved, must accompany any request for funds. The Treasurer will pay approved expenses, and will maintain appropriate records of all income and expenditures.

Adoption and Revision of the Standing Rules: Standing Rules and Revisions to the Standing Rules may be proposed by any Association member and adopted by the Executive Board. They will become effective upon approval unless otherwise noted. A Standing Rule can be adopted by a majority vote at any Board Meeting without previous notice.

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The folks who serve in the positions of MALs have typically been called the “PARTY PEOPLE.” The MALs are appointed  by the Board from volunteers of the membership.  It is a rewarding way to get to know your fellow master gardeners while having fun and socializing with like-minded folks. One advantage to serving in this position is the opportunity to observe and contribute to the workings of the Board. Many MALs have gone on to serve in the elected Board positions.

The NRVMGA members-at-large have typically decided among themselves who is responsible for the following tasks associated with this position.

–Attending MG Board meeting

This is particularly helpful when all MALs are present to plan for the upcoming social/potlucks and to coordinate with other Board members about invited guests and meeting notices per event.

–Providing supplies for social/potluck meetings

This requires one or more MALs to monitor the supplies in the Extension Office and to replenish as needed;  ie , paper plates, plastic ware, cups, napkins, sugar, tea, coffee etc.

–For the mandatory meetings for the months of January,May, July and November.

The room reservations need to be made as soon as the dates are set for the meetings. Typically the January, May and November events are held at the Government Center. The Unit Administrative Assistant in the Montgomery County VCE office needs to be contacted to secure the room and to request general arrangement of tables and chairs by the maintenance staff. She needs to be made aware of the block of time needed for the whole process from set-up through clean-up.  The MALs may need to creatively re-arrange  the tables  to meet the need of the specific event. In the past, each event has had a purpose and/or theme which necessitated somewhat different arrangements and decorations.

JANUARY          Social / Appetizers, snacks and desserts

MAY                  Potluck / MG Intern Graduation / Silent Auction (usually instructors of the intern classes are invited guests)

NOVEMBER       Holiday / Year-End Potluck / Book & Magazine Exchange

The MALs are responsible for arriving before the meeting to complete the set-up prior to the MGs arriving. This entails getting ice, heating the water for hot drinks, getting cold refreshments (soda, water, lemonade), and setting out paper products. Typically these items are paid for by the MALs  and then they request reimbursement from the Treasurer.  The decorations are at the discretion of the MALs. The MALs have traditionally donated the decorations.

   Unlike our other monthly meetings which are more business oriented, these meetings are of a social nature and the MALs have decorated with this in mind. For example ,at last year's fall meeting, we decorated with gourds of different kinds, and used fall colored/designed paper ware.  Requests can be made to the membership for additional help in setting up the room and in cleaning the room after the meeting.

–Prepare a notice of the meeting for the entire Master Gardener membership

A notice for each social event needs to be written and published in the corresponding months' newsletter that alerts and informs the MG members as to the event and to request  particular food contributions. One of the MALs has to prepare this notice. The notice is also sent as an email to the NRVMGA listserv.

–Involvement with remaining monthly meetings

In previous years, the MALs have provided refreshments (coffee, water, soda) at the monthly meetings. It is the decision of the Board and the MALs whether to provide this service at the monthly MG meetings. This requires one or more MALs to arrive prior to the meeting to set up the refreshment table.

Membership Committee Co-chairs:

The MALs are the co-chairs of the Membership Committee.

–General duties related to this committee are outlined in the MG Bylaws.

–Updating the annual renewal forms and the annual MG directory

In this capacity, MALs are responsible for the annual renewal forms being distributed and collected from the membership and forwarded to the Membership Committee members responsible for the annual directory update. The information must be available for inclusion in the directory  no later than January 31st of each year.

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