Bylaws
BYLAWS OF
PURCHASE AREA MASTER GARDENERS ASSOCIATION
PREFACE
The Kentucky Cooperative Extension Service (Extension) is a partnership between the United States Department of Agriculture, the University of Kentucky and Kentucky University. The Kentucky Cooperative Extension Service serves as a link between the counties of the Commonwealth and the state’s land grant universities to help people improve their lives through an educational process focusing on their issues and needs.
The Kentucky Cooperative Extension Service created the Master Gardener Program in response to an enormous increase in requests from home gardeners for horticultural information. The mission of the Kentucky Cooperative Extension Service Master Gardener volunteer program is to provide horticultural information and training to educate the gardening public based on proven research specific to the local climate, soils, and plants – the Master Gardener Program continues the mission of the Kentucky Cooperative Extension Service.
The McCracken County Cooperative Extension Service created an organization of Master Gardeners to better support the objectives of the Master Gardener program.
ARTICLE I - NAME
The name of this organization shall be “Purchase Area Master Gardener Association” (PAMGA).
ARTICLE II - OBJECTIVES
The objectives of PAMGA are to provide the following in partnership with the Kentucky Cooperative Extension Service:
Promote and help implement the mission of the Kentucky Cooperative Extension Service Master Gardener volunteer program by providing horticultural information and training to educate the gardening public based on proven research specific to the local climate, soils, and plants;
Provide volunteer leadership and support for conducting Extension programs;
Provide assistance in explaining and promoting the Kentucky Cooperative Extension Service programs and opportunities to the public and governing bodies;
Provide continuing educational opportunities for the membership;
Provide assistance in training future Extension Master Gardeners;
Provide assistance to Extension Master Gardeners in fulfilling their volunteer commitment;
At the request of the Extension agent, provide input to the Extension Agent in development, implementation, and evaluation of the related programs of the Cooperative Extension Service;
Promote a positive image of the Kentucky Cooperative Extension Service, and
Provide representative(s) to the County Extension Council.
ARTICLE III - MEMBERSHIP
Membership in PAMGA is open to all people regardless of race, color, age, sex, religion, disability, or national origin.
There are three classes of PAMGA members, Regular, Intern and Honorary.
The requirements for Regular membership are:
Be a certified Kentucky Cooperative Extension Service Master Gardener in accordance with current requirements (See Article XII – Explanation of Service Hours);
Pay the annual dues as established by PAMGA;
Regular members can vote and hold office.
The requirements for Intern membership are:
Be enrolled in or have completed class work for the Kentucky Cooperative Extension Service Master Gardener program;
Be actively working towards becoming a certified Master Gardener;
Pay the annual dues as established by PAMGA, and
Intern members may attend meetings, programs, trips and be on committees, but will have no vote and cannot hold office.
The requirements for Honorary membership are:
Honorary membership can be conferred upon a member, at his or her request by a majority vote of the executive committee;
Pay the annual dues as established by PAMGA, and
Honorary members may attend meetings, programs, trips and be on committees, but will have no vote and cannot hold office.
Previously designated Lifetime memberships are not consistent with current Master Gardener guidelines and are no longer a valid designation.
ARTICLE IV - MEETINGS
PAMGA shall hold meetings on a regular basis;
Special meetings may be called by the President or the Executive Committee, in cooperation with the County agent, with at least 10 days notice, except in cases of emergency;
A quorum shall be 50% of the Regular PAMGA members, and
Meetings shall be conducted in an orderly manner. The rules contained in Robert’s Rules of Order Revised shall be the parliamentary authority governing the meetings of PAMGA, Executive Committee, and all committees subject to these bylaws.
ARTICLE V - OFFICERS
There shall be six (6) offices filled by election of the voting membership. Those offices are: President, Vice President, Secretary, Treasurer, Public Relations Officer and Historian.
Their term of office shall be two years beginning with the January meeting following their election.
Nominees for office must be Regular PAMGA members and be in good standing with the Kentucky Cooperative Extension Service Master Gardener program and PAMGA.
Election for the offices of President, Treasurer and Public Relations Officer will be held in odd numbered years, with the remaining offices, VP, Secretary and Historian, being elected in even numbered years. All elections will be held at the October monthly meeting.
No office shall be held for more than two (2) consecutive terms by the same member.
No member shall hold more than one office at a time.
A vacancy in any office because of death, resignation, removal, or disqualification shall be filled by an election by the membership for the unexpired portion of the term.
Any officer may be removed by a three-fourth (3/4) vote of the Regular (voting) membership, whenever in the membership's judgment the best interests of the organization would be served thereby.
ARTICLE VI - DUTIES OF OFFICERS
The President shall be the principal executive officer of PAMGA. The duties of President shall include:
Presiding at all meetings of PAMGA and the Executive Committee;
Appointing the chairs of all standing and special committees;
Signing contracts or other instruments authorized by PAMGA;
Co-signing all checks;
Performing other duties as may be prescribed by PAMGA, and
Ex-officio member of all committees.
The Vice-President shall perform such duties as may be assigned by the President or the Executive Committee. In the absence or temporary disability of the President, the Vice-President shall perform the duties of the President. The Vice-President shall also serve as the liaison between PAMGA and the County Extension Council and assist the Advisor with planning of educational programs/speakers for the regular meeting of the membership.
The Secretary shall:
Keep the minutes of PAMGA and Executive Committee meetings;
Issue notices for all meetings of PAMGA and the Executive Committee;
Maintain a register of names and addresses of all members;
Maintain the archives of PAMGA, and
Perform such other duties as assigned by the President or PAMGA.
The Treasurer shall be responsible for:
Receive, control and disperse as authorized the financial assets of PAMGA;
Co-signing all checks;
Exercising the powers and performing duties usually incident to this office, or as assigned by the President or PAMGA;
Presenting a financial statement at each regularly scheduled meeting;
Preparing an annual budget in consultation with the Executive Board in November, and
Presenting a detailed year end report to the members at the last regular scheduled meeting of the year.
Public Relations Officer shall:
Publicize through the media and/or other means, the activities in which members of the PAMGA may be engaged;
Prepare material for publicity/publication;
Perform duties incidental to the office of Public Relations and other such duties as may be assigned by the President or the Executive Committee.
The Historian shall:
Be responsible for taking, obtaining and organizing any printed material or photographs of the events and activities of PAMGA and placing them in an appropriate display book and shall display said book at each regular meeting of the membership;
Be responsible for historical research pertaining to the organization;
Perform duties incidental to the office of Historian and such other duties as may be assigned by the President or the Executive Committee.
ARTICLE VII - ADVISOR
The Kentucky Cooperative Extension Service Advisor/Agent shall:
Keep PAMGA members informed of volunteer opportunities;
Keep members informed of gardening-related lectures, activities and educational programs;
Advise/assist the Vice President with planning of educational programs/speakers for the regular meeting of the membership;
Ensure that PAMGA activities are in harmony with the Kentucky Cooperative Extension Service objectives;
Annually review each PAMGA member’s eligibility for Certified Master Gardener status, and
Serve as ex-officio member of the Executive Committee.
ARTICLE VIII - THE EXECUTIVE COMMITTEE
The Executive Committee shall consist of the President, Vice-President, Secretary, Treasurer, Public Relations Officer, Historian, and the Advisor. The Advisor shall not have voting privileges.
The Executive Committee shall:
Plan an agenda for each regularly scheduled PAMGA meeting;
Carry out the agreed upon business of PAMGA as determined by a majority of PAMGA members.
Authorize disbursements in amounts up to $750 with a majority vote of the Executive Committee with at least 50% members present for the vote.
For expenditures over $750 the Executive Committee shall make a recommendation and present it to the Members for approval.
Meetings of the Executive Committee shall:
Be held as often as is necessary;
Be called by the President and shall be called upon the request of two members of the Executive Committee or the Kentucky Cooperative Extension Service Agent.
The Past–President shall be a member of the Executive Committee Ex-Officio for one year to act as an advisor and to provide continuity for the current President. The Past-President shall have no vote in the Executive Committee.
ARTICLE IX - CONTRACTS, CHECKS AND FUNDS
The Executive Committee may authorize any member of the PAMGA to enter into an approved contract on behalf of the organization.
The Executive Committee may accept on behalf of PAMGA any contribution, gift, bequest, or device, for the general purpose of, or any special purpose of the organization.
PAMGA dues shall be established by the Executive Committee and shall be payable by January 30 to remain a member of PAMGA in good standing.
No earnings shall benefit any private individual, officer, or member.
In the event of dissolution of the PAMGA all funds remaining in the treasury, after all debts and obligations have been met, shall revert to the McCracken County Extension Service
Routine operating expenditures for $100 or less shall be submitted to the Treasurer for reimbursement; expenditures of $100 to $750.00 shall be presented to the Executive Committee for approval. Expenditures over $750.00 must be recommended to the general membership by the Executive Committee and be voted on by the general membership before authorization is granted
.All checks are to be co-signed by the President and Treasurer.
Every two years the Executive Committee shall retain an independent auditor to audit the PAMGA financial records. This audit shall be performed before the new or re-elected Treasurer begins their term.
ARTICLE X – COMMITTEES
Committees, standing or special, shall be established by the President to carry on the work of PAMGA. For each project of significance a committee will be established.
The position of committee chairman shall be a volunteer or can be appointed by the President. The responsibilities of the committee chairman are:
Define the goals, schedule and final product of the committee;
Delegate and coordinate with the committee members so that each can contribute in a meaningful way;
Coordinate with the Executive Committee and the Advisor if necessary to complete the project;
Obtain resources, resolve problems, and generally take the necessary steps to allow the committee to be successful in producing the final product;
Report the committee’s progress to the PAMGA membership at each regular meeting if called upon by the President, and
Report to the President when the committees work is completed and the committee has been disbanded.
Committee membership is open to all PAMGA members unless restricted by the President.
A Nominating Committee shall be established each August. The Nominating Committee Chair will be appointed by the President. The chair will nominate / select two (2) additional members to the committee. The committee will present a slate of officers to the membership at the regular PAMGA meeting in September in support of the officer elections. Nominations shall also be taken from the floor.
ARTICLE XI - AMENDMENTS
The procedure for amending bylaws shall be:
An amendment to the bylaws is proposed by any Regular member in good standing at a regular meeting and is recorded in the minutes.
The minutes shall be mailed, emailed, or faxed to every member at least 10 days in advance of the next regularly scheduled meeting. At that meeting the member proposing a bylaw change may move to adopt the change. If the motion is seconded, a discussion and a vote shall follow.
ARTICLE XII - EXPLANATION OF SERVICE HOURS
“Master Gardener” is a designation awarded by the University of Kentucky Cooperative Extension Service. To achieve this designation an individual must volunteer an initial specified number of volunteer hours (currently 30). To maintain this designation an individual must volunteer a specified number (currently 15) of volunteer hours annually.
Under Extension guidelines Master Gardeners will share their expertise with the community both formally and informally. Potential activities could include, but are not limited to:
Extension demonstrations;
Working at the Demonstration Garden;
Extension office work such at Hort Hotline;
Displays at area fairs and festivals, etc;
Horticulture workshops and talks;
Writing newspaper or newsletter gardening articles;
Informational presentations to garden clubs, school groups, church groups, etc;
Plant Clinics;
Conducting horticulture projects including time spent in planning;
Fund raising projects to support program activities and
Any other activity approved by the McCracken County Extension Agent.
It is the responsibility of each member to maintain adequate records of his/her volunteer activities and turn them in to the designated record keeper.
ARTICLE XIII - AWARDS AND RECOGNITION
The primary reward for the Master Gardener volunteer is the education received and the satisfaction that he or she is helping promote best gardening practices within the community. Volunteers should be recognized for their contributions. This can be done with a personal thank you, acknowledgment in group settings or newsletters. Master Gardener volunteers are rewarded by Extension with badge attachments in the form of silver charms. Awards for service hours are cumulative and tabulated by the Membership Committee consisting of the Secretary and one other member in good standing, and reviewed by the Advisor. Special recognition for a unique contribution may be proposed by any member of the PAMGA and approved by the Executive Board. All awards given before 2009 will stand, but any subsequent award charms will be as follows:
Completion of Internship Extension Certificate and Name Badge
100 Service Hours Trowel
200 Service Hours Clippers
300 Service Hours Spade
400 Service Hours Watering Can
500 Service Hours Wheelbarrow
10 Years Oak Leaf
Major Committee Chair Acorn
Officer Tree
President Gavel
Chair of Garden Gurus Beehive
Advanced Master Gardener Sunflower
Purchase Area Master Gardeners Assn. 2705 Olivet Church Road, Paducah, KY 42001 270-554-9520 fax 270-554-8283 www.pamga.org