Texas A&M University Horticulture Club Constitution and Bylaws - Prof. Joseph Novak, Study notes of Gardening and Horticulture

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Constitution and Bylaws Texas A&M University Horticulture Club March 21, 2007 Article I. Name The name of this organization shall be known as the Texas A&M University Horticulture Club. The Horticulture Club is comprised of two divisions, the Association of Collegiate Branches (ACB) Division and the Aggie Master Gardener (AMG) Division. Article II. Society Affiliation The Horticulture Club (through its ACB Division) is member club of the Association of Collegiate Branches (ACB) of the American Society for Horticultural Science (ASHS) and the Southern Region of ASHS. The Horticulture Club (through its AMG Division) is a collegiate branch of the Texas Master Gardeners Association. Article III. Objectives The objectives of the Horticulture Club shall be:

1. To develop and enhance members’ skills and provide educational activities in all segments of horticulture while promoting people skills and positive work attitudes.
2. To promote and disseminate horticultural information and to achieve and maintain a working relationship among the various segments of the horticultural profession and the general public. This would include being involved with community projects to increase the awareness of horticulture on the campus and in the Bryan/College Station Community.
3. To assist the Department in the development of its undergraduate programs through participation in the Association of Collegiate Branches of ASHS, school visits, recruiting, promotion of internships, career fairs, and the horticulturalization of our building and surroundings.
4. To expand the capacity of Texas Cooperative Extension to disseminate horticultural information to individuals and groups in

the community and on campus, and to develop a Master Gardener volunteer network that is administratively self-sufficient. Article IV. Membership Section 1. Member Eligibility Membership is open to students of Texas A&M University with an interest in any area of horticulture regardless of socioeconomic level, ethnicity, sex, or religion. Section 2. Active Member An active member is one who:

1. Has paid dues for the period they wish to be active. Dues must be paid one month prior to any election for member to have voting privileges.
2. Attends functions regularly.
3. Upholds the goals of the club.
4. Participates in fund raising activities organized by the club.

Section 3. Privileges and Benefits of Active Members

1. Fellowship
2. Use of the Club office and quiz file.
3. Participation in Club sponsored educational and social activities, including trips to all ASHS-ACB National and Southern Region meetings, and if qualified, to the state Master Gardener Association meeting.
4. Eligible for subsidies which may be available toward the activities mentioned above Article I V, Section 3, (4)].
5. One vote per issue at Club meetings.
6. Eligible for a subsidy toward the annual trip.
7. Has the right to run for an office.
8. Access to all Club and ACB publications.
9. Members are eligible to attain Master Gardener status by completing the requirements outlined in the Bylaws. Once Master Gardener status is achieved, it is retained by completion of 10 hours of volunteer service to the organization every 2 years. Members who achieve Master Gardener status will receive a letter of transmittal of their membership to another Texas Master Gardener Association group upon request. Section 4. Inactive Member A member who fails to meet active member criteria, including the payment of dues, shall be deemed an inactive member at the discretion of the Executive Committee. An inactive member loses all privileges and benefits of an active member. Active status may be reinstated by petitioning the Executive Committee or the Club as a whole. Section 5. Former Student Members and Their Privileges and Benefits A member of the Horticulture Club shall become a Former Student Member upon graduation from the university and after having been an active member.

Section 6. Honorary Members and Their Privileges and Benefits

1. Honorary members shall be selected by the Club for their continued service.
2. Honorary members shall be nominated by the Executive Committee for consideration by the entire membership of the Club.
3. Honorary members of past undergraduate Horticulture clubs will automatically become Honorary Members of the Horticulture Club. Article V. Officers Section 1. Academic Requirements for Holding Office
4. The officers of the Horticulture Club must meet the following requirements: a) have at least a 2.0 cumulative grade point ratio and at least a 2.0 grade point ratio in the semester immediately prior to the election/appointment, the semester of election/appointment and semesters during the term of office. If the officer is enrolled as a graduate student, the GPR requirement is a 3.0. In order for this provision to be met, at least six hours must have been taken for that semester. In one limited circumstance, summer hours may be applied to this provision. In order for summer coursework to qualify toward a grade point ratio prior to election/appointment, at least six hours must have been taken during the course of either the full or two summer session(s); b.) be in good standing with the university and enrolled in at least six credit hours (unless fewer credits are required to graduate in the spring and fall semester) during the term of office; c.) be ineligible to hold an office should the student fail to maintain the requirements as prescribed in (a) and (b). *NOTE: If the GPR is lower than 2.0, the student may appeal for nomination by special permission from the Senior Advisor, and after receiving the Advisor’s support, file a formal appeal

through the Department of Student Activities. Graduate students may not hold office if their GPR is below 3.0 by University rule.

2. He/she must be in good standing with the university and enrolled in at least six credit hours during the entire term of office. (i.e.: Graduation date no earlier than May for the office of President, Vice President, etc.).
3. He/she must be an active member as outlined in Article IV, Section 2.
4. He/she must not have held the same office for more than 2 years.
5. He/she will be ineligible to hold an office should the student fail to maintain the requirements as prescribed in the above. Section 2. Officer Requirements After being elected an officer of the Horticulture Club, one must meet the following requirements:
6. He/she must maintain a 2.0 or higher GPR (3.0 if a graduate student) overall during the term of office. If the officer does not meet the requirement, he/she may ask for special permission to continue to hold office from the Senior Advisor and Advisory Team, and after receiving their support, file an official appeal through the Department of Student Activities.
7. He/she must maintain active member status as outlined in Article IV, Section 2.
8. He/she must become familiar with parliamentary procedure and use it during Club meetings.
9. He/she must present a timely report in a professional manner at each Business Meeting and file a written copy with the President.
10. He/she must maintain the duties of his/her office as outlined in Article V, Section 3. Section 3. List and Duties of the Officers

The elected officers of this organization shall consist of the President, Vice President for the ACB Division, Vice President for the AMG Division, Secretary/Treasurer, Social Chairperson, Public Relations Chair, Maroon and White Garden Chair, Fundraising Chair and Webmaster. Each officer has the ability to appoint a committee to assist him or her in the execution of his or her duties. President- The President shall preside at General and Executive Meetings, appoint Committee Chairpersons, oversee all Standing Committees, and represent the Horticulture Club at University, College, and Department functions. The President shall be responsible for preparing an agenda at least two days prior to each meeting which he/she will give to the Senior Advisor. The President shall also be responsible for familiarizing all officers with parliamentary procedure, and must be responsible for reviewing the constitution (see Article XII, Section 2). The President oversees the activities of the ACB and AMG Divisions of the Club insuring that each works vigorously to accomplish their objectives. The President shall also provide a calendar of club activities, regulate and maintain the club quiz file and shall be responsible for arranging the main activity (including guest speakers) for each social meeting. Vice President – ACB. The Vice President – ACB shall organize trips to the ASHS-ACB National and Southern Region ASHS meetings, and organize the club’s judging team. The Vice President – ACB insures that all forms and reports are submitted to ACB in a timely manner. The Vice President – ACB coordinates all activities with the President. The VP ACB is also responsible for filling out and sending in Club competition forms for the Southern Region and National Outstanding Club competition. He or she completes and submits the ACB Outstanding Senior Horticulture Undergraduate Student Award and the Southern Region ACB Hammet Memorial Award. The

VP ACB is also responsible for setting up judging practice for ASHS-ACB contests, promoting undergraduate participation in paper and poster competitions at ASHS Southern Region meetings and sponsoring a competition to determine the Club’s official contestants in these competitions, and other state, national and international meetings. Vice President – AMG. The Vice President – AMG will oversee the activities of the Club regarding the instruction, training and accounting for volunteer credit of those club members who strive to achieve Master Gardener status and preside over the certificate awarding ceremony. The Vice President – AMG will maintain contact with the Texas Master Gardener Association, attend the quarterly meetings, and provide them the names of club members who have achieved Master Gardener status. The Vice President – AMG will complete the annual report to the Texas Master Gardener Association. The Vice President – AMG coordinates all activities with the President. The VP AMG will also be responsible for maintaining the AMG logbook, filing sign-in sheets, recording all members’ service hours, approve by way of signature members’ service hours, notify members of recertification requirements, and notify the Vice President – AMG when a member has completed the requirements to become a Master Gardener. Secretary/Treasurer- the Secretary/Treasurer shall compile and publish the minutes at all General and Executive Meetings, create all correspondence, provide a phone list which would be available for the entire membership by the second scheduled General Meeting. The Secretary/Treasurer shall also collect the dues and keep a record of all paid members, be in charge of the Club’s account in the Student Organization Finance Center, be responsible for member awareness of the scholarships which are funded by the Club, provide the Executive Committee with information to help prepare an annual budget and assist in

preparation of an annual budget and present it to members for approval, prepare and present an itemized monthly report of the Club financial status at the General Meetings. The treasurer will pay dues to the Texas Master Gardener Association to keep the Aggie Master Gardener chapter in good standing. The treasurer will pay club dues to the Association of Collegiate Branches, American Society for Horticultural Science. Social Chairperson- the Social Chairperson shall be responsible for arranging refreshments at meetings and planning for any club activities such as the Halloween Party, Christmas Party, End of the Year Party, and fall and spring trips and Spring Banquet. Webmaster - This individual is responsible for the maintenance of the Club's Website under the direction of the department's Webmaster. The Webmaster shall also arrange for pictures to be taken at Club activities and events and keep records of yearly activities including; slides, photographs, articles, and annual scrapbook. Fundraising Chairperson – The fundraising chairperson will oversee the various sales and fundraising events conducted by the club and its members including the fall sale and Spring Plant Fair. The fundraising chairperson shall coordinate the sale of club t-shirts and other paraphernalia. Public Relations Chairperson – The Public Relations Chairperson will publicize club activities including calling and/or emailing members prior to scheduled events and placing sandwich boards in various locations on campus. Responsibilities also include organizing, planning, and conducting various service projects of the club. Maroon and White Garden Chairperson – The Maroon and White Garden Chairperson is responsible for Maroon and White Work

Parties, arranging for plant donations, conducting trials on plants for the Maroon and White Garden, and keeping a log of plants used in the Maroon and White Garden. Section 4. Election Process

1. Annual Elections- Nominations for officer positions will made in March, and elections will be held at the General Meeting in April, after any additional nominations are made from the floor. A quorum (as defined in Article VII, Section 4) must be present and a simple majority vote (50%+1) of those present will win. Newly elected officers shall assume responsibility at the May Business Meeting.
2. Officer Vacancy Elections- An election to fill an officer vacancy will be held at the last meeting that the current officer will be in office or at the meeting following the time that the vacancy has become known with nominations coming from the floor. A simple majority of those present will win and the newly elected officer shall assume responsibilities immediately. Section 5- Impeachment and Removal of an Officer An officer will be subject to impeachment and subsequent removal from office by the Club should the student fail to maintain the requirements of an officer or fail to fulfill the particular officer duties.
3. Impeachment- A petition for impeachment must be signed by a simple majority (50%+1) of the active members or a motion for impeachment must receive a simple majority of those present at an official Meeting in order to bring a proceeding of removal before the Club.
4. After the petition of impeachment has been signed by the majority of club members, the individual may appeal the decision to the Executive Committee, and the Executive

Committee may issue a recommendation to support or reverse the impeachment prior to the vote on removal.

3. Removal- Following impeachment and discussion by members, a vote may be taken to remove the impeached officer. The vote of the removal must receive a two-thirds majority of those present at an official meeting. An election to fill an officer vacancy will be held at the next General Meeting. Section 6 - Impeachment and Removal of an Appointed Standing Committee Chairperson A standing committee chairperson will be subject to impeachment and subsequent removal from office by the Club should the student fail to maintain the requirements of a committee chairperson or fail to fulfill the particular committee chairperson duties.
4. Impeachment- A petition for impeachment must be brought before the Executive Committee by the President.
5. The Executive Committee will make the petition known to the individual and they may appeal the decision to the Executive Committee, and the Executive Committee may issue a recommendation to support or reverse the impeachment prior to the vote on removal.
6. Removal- Following impeachment and discussion by the Executive Committee, a vote may be taken to remove the impeached Standing Committee Chair. The removal must receive a vote of two-thirds majority of those present at an Executive meeting. An announcement to fill an officer vacancy will be held at the next General Meeting. Section 7- Succession Clause If the office of President is vacated at any time, the Vice President of AMG will succeed in his/her position. In case the offices of President and Treasurer are vacated simultaneously, elections will be held to fill those offices as stated in Article V,

Section 4 (2). The line of succession for officiating as President until election will be as follows: Treasurer and Secretary. Section 8 - Removal of Members A member may be removed for disciplinary reasons with the approval of the primary advisor, or by a two thirds (2/3) vote of a quorum of the membership. Members whose behavior or actions are deemed counter to the mission of the Horticulture Club must be first advised of such inappropriate behavior by the Senior Advisor or President and given an opportunity correct their behavior. If such correction is not made, the Executive Committee will prepare a recommendation for removal for the vote of the entire club membership. Article VI. Committees Section 1- Executive Committee The Executive Committee shall consist of all the elected officers and the Club advisor(s). This committee is responsible for establishing a budget for the fiscal year after new officers have been elected in the spring semester which is presented to the members, guiding the Club throughout the year by upholding its objectives stated in Article III, and achieving the annual goals, which are stated in the By-laws. This Committee is responsible for determining active status should the question arise. This committee may also make executive decisions for the Club when necessary. Article VII. Meetings Section 1- General Meetings General Meetings will be held at a time and location determined by the officers and club membership. These meetings will be open to all members and nonmembers. The agenda at these meetings will consist of officer reports, committee reports, advisor reports, as well as any other pertinent business. This meeting will allow goal setting and address financial issues.

Section 2- Social Meetings A Social Meeting will be held at a time and location determined by the officers and club membership. Social meetings will allow industry professionals to speak during the meeting. Section 3- Executive Meetings Executive Committee Meetings may be called by the President when necessary. Section 4- Quorum There must be thirty percent of the active members present at General Meetings to constitute a quorum. A quorum at Executive Meetings will consist of a simple majority of those present. Quorum must be attained to conduct business and hold valid, binding votes. This is the quorum for all votes unless otherwise stated in this document. Article VIII. Finances Section 1- Dues Dues shall be determined per academic year and will be collected from all members of this organization. Section 2- Society Funds All moneys belonging to this organization shall be deposited and disbursed through a bank account established for this organization at the Student Organization Finance Center. All funds must be deposited within 24 hours after collection. The advisor to this organization must approve and sign each expenditure. Article IX. Scholarships Section 1- Number and Amount If the funds are available, one Horticulture Club Scholarships will be awarded with the number and amount of scholarships to be determined by the Club, and the recipient(s) to be selected by the Horticulture Department scholarship committee represented by an advisor from the club.

Section 2- Eligibility The recipient(s) of the scholarship(s) must be undergraduate(s) with no less than an overall GPR of 2.50. The recipient(s) must be active member(s) of the Horticulture Club. Article X. Outstanding Club Member Each year Club members will nominate and vote on the member whom they feel has contributed the most to the Club’s success during the year. This will be a secret ballot, tallied by the advisory team, and the Outstanding Club Member will be recognized with a plaque at the Department’s Spring Awards Banquet. Article XI. Advisors Section 1 - Advisor Expectations The advisor(s) of the Horticulture Club must be a Texas A&M University employee(s) as defined by the Human Resources Department and must advise at a level consistent with the categorization as a recognized organization. The advisor(s) must be faculty member(s), or professional or associate staff member(s). The advisor will be selected in consultation with the Head of the Department of Horticultural Sciences. It is critical that they be familiar with the activities of the organization and have (or be willing to obtain) an appropriate level of experience, resources, and knowledge related to those activities and the mission of the organization. Advisors should meet with the Club officers to discuss expectations for roles and responsibilities. In order to stay connected with the organization, advisors should regularly attend executive as well as general meetings and be available outside those meetings for advice and consultation related to the operations of the organization. Additionally, advisors should assist the organization in developing realistic goals for the

academic year. This will contribute to the educational and personal development of the students involved. Advisors will perform their greatest service by facilitating opportunities for students to exercise initiative and judgment within a proper measure of autonomy when coordinating events and activities. In keeping with this approach, advisors should participate in event planning and attend events when possible or when identified as necessary through the planning process. Recognized student organizations at Texas A&M University are required to coordinate financial transactions with the Student Organization Finance Center (SOFC). Advisors will regularly receive statements from the SOFC and should be aware of the organization’s financial status via review of these statements and approval of expenditures. Completion of the on-line education process for the SOFC is required of all organization advisors. This training can be accessed online at http://sofc.tamu.edu. Advisors should be aware of the University Student Rules and other institutional guidelines that establish expectations for student behavior and activities. They should ensure that the group and its officers know where rules and guidelines are published, what the rules are, why they exist, and the consequences for choosing to operate outside their parameters. As employees of Texas A&M University, advisors are expected to report all rule violations or potential violations to the appropriate university official. Advisors should be familiar with the organization’s constitution and all other governing documents, so that you may advise effectively. Section 2 - Terms of Service A Senior Advisor and Advisory Team will be elected for one- year terms with the option of re-electing the previous year’s

advisors. The Senior Advisor and Advisory Team will determine each team member’s responsibilities. Section 3 - Impeachment and Removal of an Advisor An advisor will be subject to impeachment and subsequent removal from office by the Horticulture Club should the advisor fail to maintain their responsibilities and/or fulfill their duties.

1. Impeachment- A petition for impeachment must be signed by a simple majority (50%+1) of the active members or a motion for impeachment must receive a simple majority of those present at an official Meeting in order to bring a proceeding of removal before the Club.
2. Removal- Following impeachment and discussion by club members, a vote may be taken to remove the impeached advisor. The vote of the removal must receive a two-thirds majority of those present at an official Meeting. An election to fill an advisor vacancy will be held at the next General Meeting. Article XII. Amendments and Review Section 1- Amendments The constitution may be amended by a two-thirds majority vote of the active members present at an authorized meeting (quorum must be present). Voting members will be given at least one- week notice of proposed changes to the Constitution. Amendments may be suggested by officers, advisors, club members or the Department of Student Activities. Section 2- Review The Horticulture Club Constitution must be reviewed every two years by the President, Vice President, and Senior Advisor. A reviewed and Club-approved copy must be submitted to the Student Activities Office. The Constitution is reviewed annually

by and is subject to the approval of the Department of Student Activities. Article XIII. Statement of Authority This constitution of the Horticulture Club shall supersede any previous documents which have any effect on Club activities except for any rules and regulations set forth in the current Texas A&M University Regulations Booklet. Article XIV. By-Laws This document has a body of By-laws that are procedures for accomplishing Horticulture Club goals. Additions or deletions of these By-laws must be approved by a simple (50%+1) majority of the members at a valid meeting.

BY-LAWS

1. Dues- Dues shall be $8.00 per semester or $15.00 per year.
2. Two scholarships of equal amount will be awarded in an amount to be determined by the club members at the February general meeting.
3. The Horticulture Club shall sponsor a judging team for Regional and National Competition at the meetings of ACB. The regulations and rules of the team shall be kept in the TAMU Horticulture Club Judging Team Manual.
4. The Horticulture Club will sponsor representative(s) to attend the state Master Gardener Association meeting and the International Master Gardener meeting if funds are available.
5. Training and Volunteer Requirements for Master Gardener Certification A. Complete HORT courses 301 and 302, or nine hours of other Horticulture classes for Horticulture majors. B. Complete 50 hours of volunteer work in the following categories: a. Ten hours of garden maintenance. b. Ten hours of Extension office work. c. Ten hours of special programs (including JMG work, Master Gardener conference attendance, or special projects). d. Ten hours of service to the Club e. Ten hours of service of the individual’s choice from the above mentioned categories. C. Complete the written exam (those persons completing and passing HORT 301 and 302 are exempt from this exam).