Maryland Master Gardeners Vision:
The Maryland Master Gardeners vision is a healthier world through environmental stewardship.
Maryland Master Gardeners Mission:
Our mission is to educate Maryland residents about safe, effective and sustainable horticultural practices that build healthy gardens, landscapes, and communities.
Constitution and Bylaws
Constitution:
ARTICLE I: NAME
The name of the Organization will be Master Gardeners of Carroll County (“CCMG”).
ARTICLE II: MISSION
The CCMG is a voluntary, non-profit organization whose mission shall be to promote horticultural education and service to the community and to provide continuing horticultural enrichment programs for its members.
ARTICLE III: MEMBERSHIP
Section 1. Membership in the Organization is open to all those meeting the qualifications of the Maryland Master Gardeners Program (“Program”). A minimum qualifying requirement is to successfully complete the basic Master Gardeners course. Upon satisfactory completion of this course, candidates in the Program will be considered interns until they have completed the required number of volunteer hours as specified by the University of Maryland Extension (UME). Qualifications for maintaining full status as Master Gardeners in the Program shall be based on evidence of completion of yearly volunteer hours as specified by UME. Full status as a Master Gardener (“CCMG”) in good standing in the Organization will be based on fulfillment of Article I, Section 2 of the Bylaws and evidence of continuing service to carry out the basic mission of the Organization as specified in Article II of the Constitution. Membership in the Organization shall be governed by the current UME Affirmative Action Statement.
Section 2. Privileges of Membership. Members in good standing (refer to Article 1 Section 2 of the Bylaws) in the Organization shall enjoy all of the privileges of membership as enumerated in Article 1 Section 3 of the Bylaws.
Section 3. The Carroll County Master Gardeners Coordinator (“CCMG Coordinator”)is considered an honorary member who is encouraged to engage in discussion although he/she has no voting power and is ineligible to hold office.
ARTICLE IV: ORGANIZATION
Section 1. The management and administration of the affairs of the Organization shall be vested in an Executive Board (the “Board”) comprising these officers and chairs: President, Vice President, Recording Secretary, Treasurer, Chairs of Standing Committees and active Ad hoc Committees, Past President and two (2) Interns/new members from the most recent MG class.
Officers will serve a term of two (2) years and may be eligible for re-election. The duties and responsibilities of the Board are enumerated in the Bylaws.
Section 2. The Board shall also make and establish such rules, regulations and policies as may be deemed reasonable and advisable for the furtherance of the general purposes of the Organization.
Section 3. Board members may be suspended and/or removed from the Board by a two-thirds (2/3) majority vote of the Board. Suspension or removal shall be only for clearly documented cause, including, but not limited to misfeasance, malfeasance or nonfeasance of assigned responsibilities. In the event of removal, the Board shall designate another member in good standing of the Organization to complete the removed officer’s term of office. Officers under consideration for such sanctions shall not have a vote and may be asked to leave the meeting during deliberations on such matters. The exclusion of such a member shall not reduce the quorum present. In the event an Officer resigns or leaves office or cannot complete their term of office, the Board shall designate another member in good standing of the Organization to complete the departed officer’s term of office.
Section 4. The Board shall recognize the use of committees comprising members of the Organization, to provide support and direction in the various functions of the Organization. Committees must elect their own Chairperson. Such committees may be Standing (continual life) or Ad hoc (defined period of life). Names and detailed duties of these committees shall be published in a separate document.
Section 5. Committee Chairpersons may be removed from their duties upon the recommendation of the President when it is concluded that they are not serving in a cooperative and productive manner and in the best interests of the Organization. A two-thirds (2/3) majority vote of the Board present at such a vote is needed for removal.
Section 6. Committee reports shall be presented in person or in writing at the monthly Board meeting.
Section 7. All expenditures authorized by the Board shall be governed by the CCMG approved annual budget. The annual budget, as proposed by the Treasurer and approved by the Board shall be presented to the MG membership along with notice of said meeting wherein the budget shall be submitted, reviewed and voted upon by the membership. A simple majority vote of the membership present will be needed for passage.
Section 8. The Board shall meet monthly to discuss and conduct business. No matters may be decided upon by the Board at its meetings other than by a simple majority vote of the Board that is present.
Section 9. The Board shall present a report of its activities and actions that it deems appropriate at each CCMG membership meeting. Actions contemplated or taken and deemed appropriate by the Board shall be subject to review, modification or reversal by a vote of two-thirds (2/3) majority of the membership present at such meeting.
ARTICLE V: ELECTION OF BOARD
Section 1. Board officers shall be elected during a membership meeting held in November.
Officers will take office January 1st.
Section 2. At least sixty (60) days prior to election, a Nominating Committee, consisting of three (3) members, shall be appointed by the Board and shall perform duties as outlined in the Bylaws.
Section 3. At least thirty (30) days prior to election, the Nominating Committee shall present to the President of the Board a list of all nominees, to be included in the notice of such meeting. Procedure for sending notice to the membership shall be followed as enumerated in Article VI, Section 4, of this Constitution.
ARTICLE VI: MEMBERSHIP MEETINGS
Section 1. There shall be at least one (1) meeting a month. These meetings will either be at the
Extension Center or at an approved location to be published at least a month ahead.
Section 2. Special meetings of the CCMG membership may be called whenever a two-thirds (2/3) majority of the Board deems it necessary.
Section 3. No business shall be transacted at a special meeting except for the purpose stated in the call. Notice of special meeting shall be given by the President, in writing, and shall be emailed, to all members in good standing of the Organization, directed to their addresses as they appear on the records of the Organization. Such notices shall be sent not less than seven (7) days nor more than fourteen (14) days prior to the meeting. As a general rule, these meetings shall be held at the Extension Center.
Section 4. Notice of the meeting for the purpose of electing officers of the Board shall be given by the President of the Board, in writing, and shall be sent by e-mail to all CCMG members in good standing, directed to their addresses as they appear on the records of the CCMG roster. Such notices shall be sent not less than) ten (10) nor more than twenty-eight (28) days prior to such meeting. As a general rule, these meetings shall be held at the Extension Center.
ARTICLE VII: AMENDMENTS
Section 1. This Constitution or any part thereof may be amended in the following manner: Amendments shall be submitted, in writing, to the President of the Board, and shall be signed by not less than ten (10) members in good standing of the Organization. The Board shall consider and act on any such proposal or proposals at the next scheduled meeting. Within thirty (30) days after consideration of the proposal or proposals by the Board, a meeting of the membership shall be called to consider, and vote on, such proposal or proposals. The notice of such meeting shall include a copy of such proposal or proposals, and shall include the recommendation of the Board as to possible action thereupon. If two-thirds (2/3) of the vote at the meeting of the membership favors the proposal or proposals, it/they shall be declared as adopted and the Constitution shall be modified accordingly. The date each modification was approved shall be entered on the record copy of the Constitution, and a record of such changes shall be maintained.
Section 2. The Bylaws, or any part thereof, may be amended in the following manner: Amendments shall be submitted in writing to the Board by any Board member, or by a document signed by not less than five (5) members in good standing of the Organization. Proposed amendments will be voted on and must be passed by a two-thirds (2/3) majority of the Board. Once adopted, the Bylaws shall be modified in accordance with the amendment, and a permanent record of such changes shall be maintained.
Section 3. Any proposal or proposals for amendment or suspension, which has/have been rejected by the membership or Board, shall not be resubmitted for consideration by the membership or Board until six (6) months have elapsed since the time of such rejection.
ARTICLE VIII: EFFECTIVE DATE OF ADOPTION
This Constitution, with agreed upon modifications, was adopted in its entirety at a membership meeting, held specifically for this purpose, on September 12, 2000 at the Carroll County Extension Center. Suitable prior notice to the CCMG membership was given by: 1) sent to each member: and 2) announcement of the meeting in the monthly newsletter.
Amendments to this Constitution were approved by a 2/3 majority of the membership May 10, 2023.
Amendments to this Constitution were approved by a 2/3 majority of the membership on March 8, 2017.
Amendments to this Constitution were approved by a 2/3 majority of the membership on April 10, 2013.
Bylaws:
ARTICLE I: MEMBERSHIP
Section 1. Membership in the Organization is open to all those meeting the qualifications of the Program as defined by UME. Membership is governed by the current UME Affirmative Action Statement.
Section 2. The term a member in good standing refers to a CCMG who has maintained their Active status, as described in UME polices and guidelines. CCMG members placed On Hiatus or Emeritus status by the CCMG Coordinator may continue to attend meetings and to promote CCMG activities though they do not work as official volunteers.
Section 3. Only members in good standing in the Organization can (a) hold office on the Board, (b) be a committee chair, and (c) vote.
ARTICLE II: DUTIES OF OFFICERS AND BOARD MEMBERS
Section 1. PRESIDENT
The President shall be the principal executive officer of the Organization and shall preside at all meetings and serve as Chairperson of the Board. The President is responsible for communicating effectively with the CCMG Coordinator to ensure that the Master Gardeners’ activities are supportive of the goals of UME. The President shall maintain contact with committee Chairpersons. The President shall perform any and all duties incidental to the office of President and such other duties as may be prescribed from time to time by the members or the Board.
Section 2. VICE PRESIDENT
Vice President shall:
Have the duties and powers of the President whenever the President by reason of illness, disability, or absence is unable to act and at other times when directed by the Board. .
Keep a listing of all current Master Gardeners and Interns
Perform any and all duties incidental to the office of Vice President and such other duties as may be prescribed from time to time by the members or the Board.
Section 3. RECORDING SECRETARY
The Recording Secretary shall maintain all Organizational records, including the current Constitution and Bylaws . This shall include but not be limited to:
Preparing and filing of minutes of Board meetings as well as records of membership meetings and distribute the minutes in a timely manner.
Shall keep all records of the Constitution and Bylaws as adopted and amended.
Performing any and all duties incidental to the office of Recording Secretary and such other duties as may be prescribed from time to time by the members or the Board.
Section 4. TREASURER
The Treasurer shall be responsible for:
Recommending the budget to the Board and maintaining records of all financial transactions of the Organization.
Submitting expenditure requests and income information to the CCMG Coordinator and the MG Admin.
Reviewing/approving/disapproving all financial documents as necessary to maintain the business of the Organization.
Maintaining an accurate record of all income and disbursements.
Presenting a complete and accurate business report of the finances at the monthly Board meeting and to the membership at its monthly meetings as required.
Performing any and all duties incidental to the office of Treasurer and such other duties as may be prescribed from time to time by the members or the Board.
Section 5. THE PAST PRESIDENT
The Past President will serve two (2) years immediately following his/her term as a voting member of the Board.
Section 6. INTERNS ON THE BOARD
Two (2) interns/new members from the most recent MG class, selected by the CCMG Coordinator, will serve one year as non-voting members of the Board.
Section 7. COMMITTEE CHAIRS
Committee Chairs shall comply with the provisions of Article III of these Bylaws.
ARTICLE III. COMMITTEES
Section 1. The purpose of this Article of the Bylaws shall be the establishment of specific committees to assist in the operation of the Master Gardeners of Carroll County, Maryland. Each committee shall carry out any and all other duties assigned to it by the Board.
Section 2. Any committee may establish within itself such subcommittees as may be needed to fulfill its responsibilities.
Section 3. Any item or items purchased by any committee, with the use of CCMG funds, shall become the property of the Organization and may be used by the Organization, by other committees, (or with permission by other committees) to further the interests of the Organization.
Section 4. Each Standing Committee shall have a Chairperson who shall be responsible to report to the President of the Board. Committee chairpersons are responsible for presenting oral or written reports at the monthly Board meetings, membership meetings and in the monthly newsletter.
Section 5. The duties and responsibilities of each committee shall be defined in a separate document. The Board shall evaluate the performance of each committee on an annual basis.
Section 6. Ad hoc (or defined period of life) Committees shall be established by the Board as the need arises, for specific short-term purposes. One such committee so identified is the Nominating Committee, which shall be formed once every two (2) years to nominate members in good standing for election to each of the positions up for election that year. Its duties and composition are outlined below.
The Nominating Committee shall be composed of three (3) members and shall be appointed at least sixty (60) days prior to election, as called out in the Constitution. These members will be appointed by the Officers of the Board. Current Officers of the Board shall not be members of the Nominating Committee. The Nominating Committee shall nominate, for each Officer’s position, member(s) in good membership standing, and who has/have expressed a willingness to serve if elected. The Nominating Committee shall be dissolved immediately following the election of the Board for the upcoming year.
Other Ad hoc Committees shall be established by the Board as the need
arises, and their duties shall be enumerated.
ARTICLE IV. POLICIES
Section 1. The Board may from time to time establish written policies governing specific actions and procedures.
Section 2. Specific policies shall be approved by a two-third (2/3) vote of the Board at one of its meetings. When deemed appropriate by the Board, a specific policy will be brought before the membership for vote. A simple majority vote of the membership present will be needed for passage.
Section 3. Amendments to specific policies shall be made by replacement in their entirety.
Section 4. A separate document titled Policies, shall be published from time to time,
indicating specific policies in effect.
Section 5. Any internal or external official communication (written or verbal) from the Board to the general membership or public shall first be reviewed by the President prior to dissemination.
Section 6. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the Organization in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order the Organization may adopt.
ARTICLE V. PRIVACY
Section 1. Personal information concerning members, member applicants, former members, and visitors shall be “CONFIDENTIAL”.
Section 2. Under no circumstances shall membership rosters, in whole or in part, be sold, or distributed, for actual or potential commercial use.
ARTICLE VI. AMENDMENTS
These Bylaws may be amended as provided for in the Constitution.
The Bylaws, or any part thereof, may be amended in the following manner:
Amendments shall be submitted in writing to the Board by any Board member, or by a document signed by not less than five (5) members in good standing of the Organization. Proposed amendments will be voted on and must be passed by a two-thirds (2/3) majority of the Board. Once adopted, the Bylaws shall be modified in accordance with the amendment, and a permanent record of such changes shall be maintained.
ARTICLE VII. EFFECTIVE DATE OF ADOPTION
Revisions to this document were approved on April 24, 2023 by a 2/3 vote
of the CCMG Executive Board
