By-Laws.

New Mexico
State University

a
n
d

Valencia County
Master Gardeners

By-Laws      We, the Valencia County Extension Master Gardeners, in order to provide plant science and practical horticulture learning opportunities by which local gardeners may become Extension Master Gardeners, to plan and develop advanced training experiences for them, to increase their knowledge of botany and related sciences, to conduct all types of educational or service activities related to home gardening as volunteers cooperating with and with the support of the Valencia County Cooperative Extension Service to help promote and support botanical and horticultural beautification and ecological projects planned by Valencia County, do hereby establish the Valencia County Extension Master Gardeners Association effective January 1, 2000.

ARTICLE I

Objectives:

     The objective of the Valencia County Extension Master Gardener Association (hereinafter to be designated as VCEMGA) is to develop a corps of Extension Master Gardeners who will assist the County Extension Service in providing area residents with horticulture information as developed and approved by New Mexico State University.

ARTICLE II

Membership:

     Membership shall be limited to the following:

     Gardeners who have successfully completed the required training as prescribed by the VCEMGA and the County Extension Service Representative and who have performed the required service hours in the current year or previous year.

     The County Extension Person (CES Rep.) who has been assigned the responsibility by the Valencia County Cooperative Extension Service for providing this program with assistance and cooperation. He/She shall meet with the VCEMGA, give guidance, assist with the planning and development of educational programs, and serve as advisor to all Extension Master Gardener activities.

ARTICLE III

Year of Operation:

     This association's year of operation shall begin November 1st and continue through October 31st. The annual meeting shall be held in October. A quorum shall be fifty percent (51%) of the total membership in attendance.

ARTICLE IV

Board of Directors

     The functions of VCEMGA shall be carried out by a Board of Directors composed of the CES Rep., elected Officers and the immediate past Coordinator.

      VCEMGA officers shall be determined by secret ballot during the annual meeting. Election of the officers shall be made from a single slate nominated by a nominating committee composed of the CES Rep. and two (2) Extension Master Gardeners appointed by the current Board Coordinator. Nominations to the Board may also be made by petition. Any petition of nomintion for any individual must be signed by at least five (5) currently active Extension Master Gardeners in good standing and presented to the current Board at least thirty (30) days prior to the election. All nominees must agree to serve on the Board.

ARTICLE V
Officers:

     The Officers of the Board shall be as follows (their duties are further listed under "Policies"). Coordinator of the Extension Master Gardeners shall be elected by the membership each year for a term of one year but may be re-elected to one additional year term. The Coordinator shall chair the meetings of the VCEMGA, the Board and the training sessions and shall coordinate the activities of VCEMGA and the Extension Master Gardeners.

     Vice-Coordinator shall perform any duties assigned by the Coordinator, and in the absence of the coordinator, fill that position and shall be given first consideration for appointment to coordinator if that position becomes vacant during the current coordinator term of office.

     Secretary, He/She shall record, distribute and file minutes of meetings and turn the file over to his/her successor promptly at the completion of his/her term of office. He/She shall also keep a record of any policies established by the Board in a separate policy file which shall be reviewed (and updated as needed) at least once annually by the Board. Copies of this Constitution and By-Laws and the policy file shall be provided to each Board member at the time they assume office.

     Treasurer, shall collect, record and disburse all monies with the exception of petty cash and refreshment kitty that may be kept by the Coordinator or other assigned person, for current needs. Complete records of petty cash funds must be made annually to the Treasurer. The Treasurer shall provide the Board with a monthly accounting and shall turn over complete records of the organizations financial status to his/her successor.

ARTICLE VI

Membership Terms:

     VCEMGA membership may be terminated by the resignation of the member or by failure of the member to continue the required training service. VCEMGA Board membership may be terminated by resignation, by failure to continue VCEMGA membership, by failure of the member to perform the duties prescribed or by a two thirds (2/3) vote of the remainder of the VCEMGA Board indicating that this would be in the best interest of the Extension Master Gardener program. Absence from three consecutive VCEMGA Board meetings without an acceptable explanation may also be cause for removal of that person from VCEMGA Board membership.

     Maximum duration in office for any committee chairperson shall be two (2) years with the exception of a position for which there is no other qualified Extension Master Gardener. They may however be appointed to another committee if they are qualified to perform that work. Training and preparing Extension Master Gardeners to fill positions shall be a constant goal of the Coordinator, the CES Rep. and all others. In the event that a committee chairperson can no longer serve, a replacement shall be appointed by the CES Rep. and the Coordinator.

ARTICLE VII

     Changes in these by-laws may be made after notification to all members of the proposed change at least thirty (30) days before the vote on the proposed change. A two-thirds (2/3) majority vote of the membership is required for the adoption of changes. This vote must take place at the annual meeting.

ARTICLE VIII

     In the event that this organization be dissolved, all assets shall revert to some educational institution such as a school or college. All records shall be turned over to the Extension Service for storage until a replacement group is formed or if that does not occur within a reasonable period, for disposal by the Extension Service.

Revised October 21, 2002

POLICIES

The following policies shall be observed.

Trainees:

     Trainees are required to attend all training sessins. If an absence is unavoidable, i.e., a death in the family or a serious illness, up to two sessions may be made up by passing the test for these sessions.

     A training fee of seventy dollars ($70.00) shall be reqeuired of all new trainees. Forty dollars ($40.00) will be refunded to the trainees who successfully complete the training course and complete the required forty (40) service hours. If the trainee fails the required examinations, or does not complete the service hours before September 30, the entire fee shall be forfeited.

     Those who wish to take the course without earning the title of Extension Master Gardener will be charged a fee of seventy dollars ($70.00) for the entire course or seven dollars ($7.00) for any day or any portion thereof. Such persons who attend all required sessions and take all the tests may change to trainee status on the approval of the Coordinator and CES Rep. They must meet all the requirements of trainees to become an Extension Master Gardener.

     Fees and any forfeiture by trainees shall be used to pay the Hotline expenses and any other expenses incurred by the program.

Veterans:

     Veteran Extension Master Gardeners must attend at least five (5), two (2) hour training sessions annually. Those who fail to meet this requirement have one (1) year of grace. If they fail to return after that period, they must return as a trainee in order to again be qualified as an Extension Master Gardener. Variance from this policy shall be at the discretion of the Board. At least one advance Extension Master Gardener class will be provided, which will be held Monday mornings before the regular training classes. Advance classes will not be mandatory for veterans, but veterans can use them to substitute for the five mandatory two-hours classes. New trainees will be allowed to attend the advance classes, but will not be given credit for their attendance. Special classes may be provided during the summer. Special classes will not carry any credit towards certification or volunteer time.

     No training fee will be reqiured of veteran Extension Master Gardeners, however, there will be a $5.00 annual assocition fee. Veterans who have been active in the program must still complete forty (40) hours of service in approved activities. Extension Master Gardeners under 5 years of service must work 10 hours of the 40 required hour on the hotline. Public service time such as field day, tours or clinics that deal with public get full credit.

JOB DESCRIPTIONS

Officers and Committees

Coordinator:
Purpose:

To expedite and facilitate coordination between committee chairmen, committees and the CES Rep., the VCEMGA    Board and the membership.

Responsibilities:

     1. Chair meetings of the VCEMGA, the Executive Board and the training sessions.
     2. Coordinate all activities of the VCEMGA.
     3. Work closely with the CES Rep. to insure implementation of the Extension Master Gardener Program.
     4. Provide a yearly report to the County Extension Service.
     5. Attend liaison meetings with other horticulture groups.
     6. If desired, he/she may maintain a petty cash fund and disburse from it as necessary. An annual report of this fund shall          be made to the Treasurer.

Time Needed Monthly:

Minimum of six (6) hours; during the ten (10) weeks of the training session, minimum time will increase to twenty (20) hours per month.

Desirable Skills and Talents:

     1. Organizational ability.
     2. Adept at inter-personal relationships.
     3. Broad knowledge ofthe local horticultural community.

Vice-Coordinator:
Purpose:

Assist the Coordinator as necessary and assume Coordinators responsibilities when Coordinator is unavailable.

Responsibilities:

     1. Chair meetings of the VCEMGA, and the Executive Board when the Coordinator is absent.
     2. Chair or supervise special committees as appointed by the Coordinator or the CES Rep.
     3. Attend training sessions and assist Coordinator with any work needing to be done at those sessions.

Desirable Skills and Talents:

Same as Coordinator.

Secretary:
Purpose:

Maintain records of Extension Master Gardener Board Actions and decisions.

Responsibilities:

     1. Act as Secretary by recording, distributing and filing minutes of meetings and provide succesor with this file.
     2. Keep a record of policies established by the Board.
     3. Provide each member of the Board with a copy of the Constitution and By-Laws, Policy statements and Job Descriptions at the time they take office and at any time these items are changed.

Time Needed Monthly:

4 to 6 hours

Desirable Skills and Talents:

Word Processing

Basic Computer Skills

Treasurer:
Purpose:

Maintain an accurate current accounting of all VCEMGA funds.

Responsibilities:

     1. Collect, record and disburse all monies with the exception of the petty cash fund which may be kept by the Coordinator or other authorized person.
     2. Provide the Board with a monthly accounting.
     3. Provide successor with a complete record of the VCEMGA's financial status. Accounts will be subject to audit at the          Board's direction.

Time Needed Monthly:

4 to 6 hours.

Desirable Skills and Talents:

Basic accounting knowledge.

Hosted by www.Geocities.ws