Bylaws SANTA CLARITA VALLEY ROSE SOCIETY, INC. APPROVED BY-LAWS July 2001 ARTICLE I- NAME The name of this organization shall be the SANTA CLARITA VALLEY ROSE SOCIETY, INC. (SCVRS). ARTICLE II- OBJECTIVE The objective of this Society shall be to encourage the study and culture of the rose. Membership is open to all who wish to join in the fellowship of other rosarians. ARTICLE III- MEMBERSHIP Section A- Membership Classifications Membership shall consist of the following classes: Regular (One person or a Family), Life, Honorary, Honorary Life, Commercial, and Donating. Section B- Membership Requirements 1. Applications for Regular, Commercial, and Life memberships shall be filled out completely and be submitted to the Membership Chairperson along with the appropriate dues. 2. Honorary and Honorary Life memberships with full privileges, may be conferred upon any member in recognition for distinguished services to the Society by a unanimous recommendation of the Executive Board and a 3/4 passing vote of present members at the regular meeting. These members shall not pay any dues. 3. The President, with approval of the Vice Presidents, may confer Donating membership in lieu of dues, upon members who regularly donate plants or services to the Society. 4. Both the Honorary and Donating Memberships will be considered for renewal on a yearly basis by the Executive Board. 5. Any member wishing to resign from the SCVRS shall do so, in writing, to the Secretary, who shall present the resignation to the Executive Board at their next scheduled meeting. 6. Any member who conducts themselves in such a manner as to be a discredit to the Society or causes turmoil in the Society, may be expelled by Resolution and by a 2/3 passing vote by the present members of the Executive Board. The President, upon receiving the Resolution, shall call a special, closed door meeting at which time the accused party(s) shall be given the opportunity to defend their actions before the Board. Vote for expulsion shall be by acclamation and only Board members may be present during the vote. The accused shall be notified by mail as to the official outcome of the vote. ARTICLE IV- DUES Section A- Annual Dues 1. Dues shall be based on each calendar year. 2. Members are entitled to full club privileges upon receipt of the annual dues. Section B- New Members 1. New members joining February through October shall pay pro-rated annual dues, based upon the number of bulletins they will actually receive. 2. New members joining November 1st or after shall pay full dues which will carry them through the next full year. Section C- Default 1. Any member who fails to pay their annual dues within two months of expiration after the previous year's dues, shall be dropped from membership. 2. Any member who is expelled from the Society automatically forfeits any remaining dues. ARTICLE V- OFFICERS Section A- Elected Officers The elected officers of the SCVRS shall be the President, First, Second, Third, Fourth, and Fifth Vice Presidents, Treasurer, Recording and Corresponding Secretaries, and six Directors. Before becoming eligible for office, the candidate must be an active member in good standing for at least one year. The President must be a member of the American Rose Society. Section B- Length of Terms 1. Each elected officer shall serve for one year terms. With rare exceptions, no officer, with the exception of the Treasurer, 5TH Vice President/Bulletin, and Directors, shall serve for more than two consecutive terms. 2. The officers will be installed at the regular December meeting, and assume their duties on January 1st. 3. For the office of the President, members of the same household shall not serve consecutive terms, unless they are each only one-year terms. Section C- Vacancies 1. A vacancy by the President shall be assumed by the First Vice President. The Second Vice President shall assume the vacancy by the First Vice President. 2. A vacancy of any other office shall be filled by a special vote at the next regular meeting. Section D- Duties of the President 1. Preside at all meetings of the SCVRS. 2. Appoint non-elected Committee Chairpersons: Hospitality, Audit, etc.. 3. Be the ex-officio member of all Committees, except for Nominating and Auditing. 4. Have general supervision of all activities of the SCVRS to further their objectives. 5. Prepare and present at the December meeting, the annual Society report of activities. 6. Represent the SCVRS at all American Rose Society, Pacific Southwest District, and Society functions. 7. Has the authority to delegate any of the above duties. Section E- Duties of the First Vice President/Show Chair 1. Fill in during absences by the President. 2. Be Chairperson of the Rose Show Committee. 3. Appoint various positions such as Chair of Judges, Chair of Clerks, Chair of Placement, and Chair of Trophies. 4. Produce at least one Annual Rose Show. 5. Be responsible for the monthly Little Rose Shows at the meetings which occur during rose blooming seasons. 4. The Show Chair may appoint an assistant to be in charge of the monthly Little Rose Shows. Section F- Duties of the Second Vice President/Membership 1. Fill in for the vacant First Vice President. 2. Be responsible for the Membership Committee, including maintaining a membership list, collection of annual dues, and publishing an annual membership list. 3. Actively pursue perspective members. 4. Prepare member name badges and have them available at every meeting and special events. Section G- Duties of the Third Vice President/Ways and Means 1. Be Chairperson of the Ways and Means Committee, including responsibility for monthly raffles, soliciting of donations, and other fund-raising events. 2. Be in charge of plant sales, including obtaining the plants for sale. Section H- Duties of the Fourth Vice President/Programs 1. Be Chairperson of the Programs Committee. 2. Provide an interesting and educational program at each meeting. Section I- Duties of the Fifth Vice President/Bulletin & Publicity 1. Be responsible for the Bulletin & Publicity Committee. 2. Prepare, edit, publish, and mail the monthly bulletin in a timely manner. 3. Prepare and publish press releases and advertisements for monthly meetings, garden tours, annual rose show, and any other special events. Section J- Duties of the Recording Secretary 1. Keep Minutes of regular and Executive Board meetings. 2. Have the Minutes approved by the President within 10 days after each meeting. Section K- Duties of the Corresponding Secretary 1. Be responsible for all SCVRS correspondence. 2. Notify members of all Board and Special meetings at least one week in advance. 3. Send appropriate cards or gifts to members who are ill, for special occasions, thank you notes to guest speakers, and for donations from sponsors. Note: The President, at their discretion, may merge the Reporting and Correspondence Secretaries into one position to suit the needs of the Society. Section L- Duties of the Treasurer 1. Receive and deposit all Society funds in a timely manner. 2. Maintain the signatures at the bank of the President, First Vice President, and Treasurer. 3. Make reimbursements by check upon approval of the Board. No payments will be made without the presentation of the itemized bill. 4. Keep an accurate record of all income and expenditures, andgive a brief report at each meeting, or as directed by the President 5. Report tax status to the State. 6. Close the books at year's end and make the books available to the Audit Committee. Section M- Duties of the Directors 1. Serve on various committees and generally serve in an advisory capacity. ARTICLE VI- NOMINATIONS & ELECTIONS Section A - Nominating Committee 1. The Nominating Committee shall consist of 3 members, who will take office each June. 2. The Executive Board shall appoint one member who will chair the Nominating Committee. 3. The general membership shall elect two members. Section B - Nominations 1. At the regular meeting in October, the Nominating Committee shall verbally submit to the general membership, a list of at least one candidate for each office. Each nominee must be an active member in good standing, and must have given previous consent to serve if elected. 2. The President shall call for additional nominees from the floor at the November regular meeting. 3. Nominations from the floor must have the consent of the individual being nominated. Section C - Elections 1. Officers shall be elected at the November regular meeting. 2. If only one candidate is nominated, voting shall be done by majority oral vote. If two or more candidates are nominated, then voting shall be by written ballot. Winners shall be by majority vote. ARTICLE VII- MEETINGS Section A - Regular meetings shall be held monthly, except July and August, unless otherwise ordered by the President and with approval of the Vice Presidents. Section B - Special meetings may be called by the President with approval of the Vice Presidents. Suitable notice shall be given. Section C - The December meeting shall be the annual meeting for the installation of officers and for the President's annual report. Section D - Suitable notice of each meeting shall be given at least one week prior to the meeting. Section E - A quorum shall consist of a simple majority of the members who are present at the meeting.. ARTICLE VIII- EXECUTIVE BOARD Section A - The Executive Board shall consist of the elected officers, Immediate Past President, and Directors. Section B - Executive Board meetings shall be held at least quarterly and suitable notice will be given. Section C - The Executive Board is empowered to transact business in a manner beneficial to the Society. A quorum shall be a simple majority of members present. ARTICLE IX- STANDING COMMITTEES Section A - The standing committees shall be: Audit, Budget, Bulletin & Publicity, Historian, Hospitality, Membership, Program, Rose Show (including the monthly Little Rose Shows), and Ways and Means. Each chairperson may appoint one or more members to their committee. Section B - The Audit Committee shall audit the Treasurer's books and records, check book, and financial statements at the close of the fiscal year and submit a report to the membership at the January regular meeting. Section C - The Budget Committee shall prepare and submit a proposed budget to the Executive Board at their January meeting. Section D - The Bulletin & Publicity Committee shall be composed of the President, the Fifth Vice President/Bulletin & Publicity, and at least two Directors who will prepare, edit, publish and mail the monthly bulletin in a timely manner.. They shall also prepare and publish press releases and advertisements to promote meetings, garden tours, annual rose show, and any other special events. Section E - The Historian shall be appointed by the President, and will maintain a complete permanent file of all publications and documents of the Society. Section F - The Hospitality Committee shall be appointed by the President, and will greet members, arrange for refreshments at the monthly meetings and at special events, and be custodian of the guest book and/or sign-in sheet. Section G - The Membership Committee shall consist of the President, Second Vice President/Membership and at least two Directors who will actively pursue perspective members, maintain a current membership list, collect annual dues, and publish an annual membership directory. They will also prepare member name badges and have them available at every meeting and special event. Section H - The Program Committee shall consist of the President, Fourth Vice President/Programs, and at least two Directors who will provide an interesting and educational program at each meeting. Section I - The Rose Show Committee shall be composed of the President, First Vice President/Rose Show, and at least two Directors. They shall be in charge of producing the annual and monthly rose shows. Section J - The Ways and Means Committee shall be composed of the President, Third Vice President/Ways and means, and at least two Directors. They shall plan special events to augment the Society funds, solicit donations, and expand social activities. ARTICLE X- PARLIAMENTARY AUTHORITY Unless specified by the by-laws, Robert's Rules of Order shall prevail. ARTICLE XI- AMENDMENTS These by-laws may be amended by a 2/3's vote of the members present at a regular meeting, provided the proposed amendments were submitted in writing at the previous regular meeting. Dates of amendment must be recorded at the end of this section. Adopted by General Membership and Executive Board: January 3, 1993. Revisions: Revised July 2001 Submitted by Kitty Belendez, Chair of Bylaws Committee © Copyright 2007-2008 Kitty Belendez. All rights reserved. |
Santa Clarita Valley Rose Society |
This page was last updated on: June 23, 2008
Bylaws SANTA CLARITA VALLEY ROSE SOCIETY, INC. APPROVED BY-LAWS July 2001 ARTICLE I- NAME The name of this organization shall be the SANTA CLARITA VALLEY ROSE SOCIETY, INC. (SCVRS). ARTICLE II- OBJECTIVE The objective of this Society shall be to encourage the study and culture of the rose. Membership is open to all who wish to join in the fellowship of other rosarians. ARTICLE III- MEMBERSHIP Section A- Membership Classifications Membership shall consist of the following classes: Regular (One person or a Family), Life, Honorary, Honorary Life, Commercial, and Donating. Section B- Membership Requirements 1. Applications for Regular, Commercial, and Life memberships shall be filled out completely and be submitted to the Membership Chairperson along with the appropriate dues. 2. Honorary and Honorary Life memberships with full privileges, may be conferred upon any member in recognition for distinguished services to the Society by a unanimous recommendation of the Executive Board and a 3/4 passing vote of present members at the regular meeting. These members shall not pay any dues. 3. The President, with approval of the Vice Presidents, may confer Donating membership in lieu of dues, upon members who regularly donate plants or services to the Society. 4. Both the Honorary and Donating Memberships will be considered for renewal on a yearly basis by the Executive Board. 5. Any member wishing to resign from the SCVRS shall do so, in writing, to the Secretary, who shall present the resignation to the Executive Board at their next scheduled meeting. 6. Any member who conducts themselves in such a manner as to be a discredit to the Society or causes turmoil in the Society, may be expelled by Resolution and by a 2/3 passing vote by the present members of the Executive Board. The President, upon receiving the Resolution, shall call a special, closed door meeting at which time the accused party(s) shall be given the opportunity to defend their actions before the Board. Vote for expulsion shall be by acclamation and only Board members may be present during the vote. The accused shall be notified by mail as to the official outcome of the vote. ARTICLE IV- DUES Section A- Annual Dues 1. Dues shall be based on each calendar year. 2. Members are entitled to full club privileges upon receipt of the annual dues. Section B- New Members 1. New members joining February through October shall pay pro-rated annual dues, based upon the number of bulletins they will actually receive. 2. New members joining November 1st or after shall pay full dues which will carry them through the next full year. Section C- Default 1. Any member who fails to pay their annual dues within two months of expiration after the previous year's dues, shall be dropped from membership. 2. Any member who is expelled from the Society automatically forfeits any remaining dues. ARTICLE V- OFFICERS Section A- Elected Officers The elected officers of the SCVRS shall be the President, First, Second, Third, Fourth, and Fifth Vice Presidents, Treasurer, Recording and Corresponding Secretaries, and six Directors. Before becoming eligible for office, the candidate must be an active member in good standing for at least one year. The President must be a member of the American Rose Society. Section B- Length of Terms 1. Each elected officer shall serve for one year terms. With rare exceptions, no officer, with the exception of the Treasurer, 5TH Vice President/Bulletin, and Directors, shall serve for more than two consecutive terms. 2. The officers will be installed at the regular December meeting, and assume their duties on January 1st. 3. For the office of the President, members of the same household shall not serve consecutive terms, unless they are each only one-year terms. Section C- Vacancies 1. A vacancy by the President shall be assumed by the First Vice President. The Second Vice President shall assume the vacancy by the First Vice President. 2. A vacancy of any other office shall be filled by a special vote at the next regular meeting. Section D- Duties of the President 1. Preside at all meetings of the SCVRS. 2. Appoint non-elected Committee Chairpersons: Hospitality, Audit, etc.. 3. Be the ex-officio member of all Committees, except for Nominating and Auditing. 4. Have general supervision of all activities of the SCVRS to further their objectives. 5. Prepare and present at the December meeting, the annual Society report of activities. 6. Represent the SCVRS at all American Rose Society, Pacific Southwest District, and Society functions. 7. Has the authority to delegate any of the above duties. Section E- Duties of the First Vice President/Show Chair 1. Fill in during absences by the President. 2. Be Chairperson of the Rose Show Committee. 3. Appoint various positions such as Chair of Judges, Chair of Clerks, Chair of Placement, and Chair of Trophies. 4. Produce at least one Annual Rose Show. 5. Be responsible for the monthly Little Rose Shows at the meetings which occur during rose blooming seasons. 4. The Show Chair may appoint an assistant to be in charge of the monthly Little Rose Shows. Section F- Duties of the Second Vice President/Membership 1. Fill in for the vacant First Vice President. 2. Be responsible for the Membership Committee, including maintaining a membership list, collection of annual dues, and publishing an annual membership list. 3. Actively pursue perspective members. 4. Prepare member name badges and have them available at every meeting and special events. Section G- Duties of the Third Vice President/Ways and Means 1. Be Chairperson of the Ways and Means Committee, including responsibility for monthly raffles, soliciting of donations, and other fund-raising events. 2. Be in charge of plant sales, including obtaining the plants for sale. Section H- Duties of the Fourth Vice President/Programs 1. Be Chairperson of the Programs Committee. 2. Provide an interesting and educational program at each meeting. Section I- Duties of the Fifth Vice President/Bulletin & Publicity 1. Be responsible for the Bulletin & Publicity Committee. 2. Prepare, edit, publish, and mail the monthly bulletin in a timely manner. 3. Prepare and publish press releases and advertisements for monthly meetings, garden tours, annual rose show, and any other special events. Section J- Duties of the Recording Secretary 1. Keep Minutes of regular and Executive Board meetings. 2. Have the Minutes approved by the President within 10 days after each meeting. Section K- Duties of the Corresponding Secretary 1. Be responsible for all SCVRS correspondence. 2. Notify members of all Board and Special meetings at least one week in advance. 3. Send appropriate cards or gifts to members who are ill, for special occasions, thank you notes to guest speakers, and for donations from sponsors. Note: The President, at their discretion, may merge the Reporting and Correspondence Secretaries into one position to suit the needs of the Society. Section L- Duties of the Treasurer 1. Receive and deposit all Society funds in a timely manner. 2. Maintain the signatures at the bank of the President, First Vice President, and Treasurer. 3. Make reimbursements by check upon approval of the Board. No payments will be made without the presentation of the itemized bill. 4. Keep an accurate record of all income and expenditures, andgive a brief report at each meeting, or as directed by the President 5. Report tax status to the State. 6. Close the books at year's end and make the books available to the Audit Committee. Section M- Duties of the Directors 1. Serve on various committees and generally serve in an advisory capacity. ARTICLE VI- NOMINATIONS & ELECTIONS Section A - Nominating Committee 1. The Nominating Committee shall consist of 3 members, who will take office each June. 2. The Executive Board shall appoint one member who will chair the Nominating Committee. 3. The general membership shall elect two members. Section B - Nominations 1. At the regular meeting in October, the Nominating Committee shall verbally submit to the general membership, a list of at least one candidate for each office. Each nominee must be an active member in good standing, and must have given previous consent to serve if elected. 2. The President shall call for additional nominees from the floor at the November regular meeting. 3. Nominations from the floor must have the consent of the individual being nominated. Section C - Elections 1. Officers shall be elected at the November regular meeting. 2. If only one candidate is nominated, voting shall be done by majority oral vote. If two or more candidates are nominated, then voting shall be by written ballot. Winners shall be by majority vote. ARTICLE VII- MEETINGS Section A - Regular meetings shall be held monthly, except July and August, unless otherwise ordered by the President and with approval of the Vice Presidents. Section B - Special meetings may be called by the President with approval of the Vice Presidents. Suitable notice shall be given. Section C - The December meeting shall be the annual meeting for the installation of officers and for the President's annual report. Section D - Suitable notice of each meeting shall be given at least one week prior to the meeting. Section E - A quorum shall consist of a simple majority of the members who are present at the meeting.. ARTICLE VIII- EXECUTIVE BOARD Section A - The Executive Board shall consist of the elected officers, Immediate Past President, and Directors. Section B - Executive Board meetings shall be held at least quarterly and suitable notice will be given. Section C - The Executive Board is empowered to transact business in a manner beneficial to the Society. A quorum shall be a simple majority of members present. ARTICLE IX- STANDING COMMITTEES Section A - The standing committees shall be: Audit, Budget, Bulletin & Publicity, Historian, Hospitality, Membership, Program, Rose Show (including the monthly Little Rose Shows), and Ways and Means. Each chairperson may appoint one or more members to their committee. Section B - The Audit Committee shall audit the Treasurer's books and records, check book, and financial statements at the close of the fiscal year and submit a report to the membership at the January regular meeting. Section C - The Budget Committee shall prepare and submit a proposed budget to the Executive Board at their January meeting. Section D - The Bulletin & Publicity Committee shall be composed of the President, the Fifth Vice President/Bulletin & Publicity, and at least two Directors who will prepare, edit, publish and mail the monthly bulletin in a timely manner.. They shall also prepare and publish press releases and advertisements to promote meetings, garden tours, annual rose show, and any other special events. Section E - The Historian shall be appointed by the President, and will maintain a complete permanent file of all publications and documents of the Society. Section F - The Hospitality Committee shall be appointed by the President, and will greet members, arrange for refreshments at the monthly meetings and at special events, and be custodian of the guest book and/or sign-in sheet. Section G - The Membership Committee shall consist of the President, Second Vice President/Membership and at least two Directors who will actively pursue perspective members, maintain a current membership list, collect annual dues, and publish an annual membership directory. They will also prepare member name badges and have them available at every meeting and special event. Section H - The Program Committee shall consist of the President, Fourth Vice President/Programs, and at least two Directors who will provide an interesting and educational program at each meeting. Section I - The Rose Show Committee shall be composed of the President, First Vice President/Rose Show, and at least two Directors. They shall be in charge of producing the annual and monthly rose shows. Section J - The Ways and Means Committee shall be composed of the President, Third Vice President/Ways and means, and at least two Directors. They shall plan special events to augment the Society funds, solicit donations, and expand social activities. ARTICLE X- PARLIAMENTARY AUTHORITY Unless specified by the by-laws, Robert's Rules of Order shall prevail. ARTICLE XI- AMENDMENTS These by-laws may be amended by a 2/3's vote of the members present at a regular meeting, provided the proposed amendments were submitted in writing at the previous regular meeting. Dates of amendment must be recorded at the end of this section. Adopted by General Membership and Executive Board: January 3, 1993. Revisions: Revised July 2001 Submitted by Kitty Belendez, Chair of Bylaws Committee © Copyright 2007-2008 Kitty Belendez. All rights reserved. |
