AMERICAN RHODODENDRON SOCIETY
POLICIES OF THE BOARD
(THROUGH SPRING 2007)
TABLE OF CONTENTS
1.0
DEFINITION OF POLICIES
1.1 SCOPE
1.2 TERMINOLOGY
1.3 PROCEDURE FOR UPDATE
2.0 FISCAL & MEMBERSHIP YEARS AND DUES
2.1 FISCAL & MEMBERSHIP YEARS
2.2 MEMBERSHIP CLASSES, DUES AND BENEFITS
2.3 OVERSEAS-AIRMAIL DELIVERY OF JOURNAL ARS
3.0 ORGANIZATION
3.1 CHAPTERS
3.2 DISTRICTS AND REGIONS
4.0 THE OFFICERS
4.1 OFFICERS' EXPENSES
4.2 THE OFFICERS AS A GROUP
4.3 THE PRESIDENT
4.4 THE REGIONAL VICE-PRESIDENTS
4.5 THE TREASURER
4.6 THE SECRETARY
5.0 THE BOARD OF DIRECTORS AS A WHOLE
5.1 MEMBERSHIP
5.2 THE IMMEDIATE PAST PRESIDENT
5.3 MEETINGS
5.4 QUORUM
5.5 RULES OF MEETINGS
5.6 AUTHORIZES EMPLOYMENT
5.7 WRITTEN RECORD RE EMPLOYEES
6.0 THE ELECTED DIRECTORS AND ALTERNATES
6.1 THE DISTRICT DIRECTORS AND ALTERNATES
6.2 THE DIRECTOR AT LARGE AND ALTERNATE
7.0 ELECTIONS
7.1 LIMIT ON NUMBER OF TERMS OF OFFICE
7.2 DURATION AND COMMENCEMENT OF TERMS
7.3 ELECTORS
7.4 THE ELECTION PROCESS
8.0 THE EMPLOYEES
8.1 EMPLOYEES' EXPENSES
8.2 THE EXECUTIVE DIRECTOR
8.3 THE EDITOR
8.4 VACANCIES IN SALARIED POSITIONS
9.0 COMMITTEES OF THE SOCIETY
9.1 AWARDS COMMITTEE
9.2 AZALEA COMMITTEE
9.3 BUDGET AND FINANCE COMMITTEE
9.4 EDITORIAL COMMITTEE
9.5 HONORS COMMITTEE
9.6 LONG-RANGE PLANNING COMMITTEE
9.7 NOMINATING COMMITTEE
9.8 PUBLIC RELATIONS COMMITTEE (SEE 9.26 & 9.27)
9.9 RATINGS COMMITTEE (deleted by Board action on May 6, 1996)
9.10 REGISTRAR OF PLANT NAMES
9.11 RESEARCH COMMITTEE
9.12 SEED EXCHANGE COMMITTEE
9.13 FLOWER SHOW ADVISORY COMMITTEE
9.14 TEST AND DISPLAY GARDEN COMMITTEE
9.15 POLLEN BANK COMMITTEE
9.16 PIONEER ACHIEVEMENT AWARD COMMITTEE
9.17 EXECUTIVE COMMITTEE
9.18 ENDOWMENT FUND COMMITTEE
9.19 SEARCH COMMITTEE FOR SALARIED
POSITIONS
9.20 SPEAKERS BUREAU
9.21 BYLAWS & POLICIES COMMITTEE
9.22 LONG TERM INVESTMENT COMMITTEE
9.23 HARDINESS COMMITTEE
9.24 PUBLIC EDUCATION COMMITTEE
9.25 PUBLICITY & PUBLIC RELATIONS COMMITTEE
9.26 MEMBERSHIP & CHAPTER DEVELOPMENT
COMMITTEE
9.27 ELECTRONIC MEDIA COMMITTEE
9.28 ELECTRONIC NEWSLETTER COMMITTEE
9.29 ARCHIVES COMMITTEE
9.30 RESOURCE DEVELOPMENT COMMITTEE
9.31 DIGITAL PUBLICATIONS COMMITTEE
9.32 DIGITAL ARCHIVES COMMITTEE
9.33 RHODODENDRON DATABASE COMMITTEE
10.0 RECORDS OF OFFICE
11.0 MEETINGS
11.1 ANNUAL MEETINGS OF THE SOCIETY
11.2 SPECIAL MEETINGS
11.3 BOARD OF DIRECTORS' MEETINGS
12.0 THE ENDOWMENT FUND
13.0 ANNUAL AUDIT OR REVIEW
14.0 STARTUP FUND
15.0 ADVERTISEMENT
APPENDIX
1.0 DEFINITION OF POLICIES
1.1 SCOPE
This publication of the Policies of the Board covers in detail those items not specifically spelled out in the Bylaws. These policies have been put into effect by specific board action or traditionally adhered to by mutual consent and practice.
1.2 TERMINOLOGY
The term "Board of Directors" used herein refers to the officers, elected district directors, the director-at-large and the immediate past president of The American Rhododendron Society. (Bylaws: Article VI, Section B).
POB Revisions – Overall Review
1.3 PROCEDURE FOR UPDATE OF POLICIES; DISTRIBUTION, INCLUDING BYLAW DISTRIBUTION
1.3.1 By the spring board meeting, the Executive Director, with the guidance of the Chairman of the Bylaws and Policies Committee, shall arrange to up-date the Policies of the Board to include all changes or additions approved by the Board during the previous year. All approved motions of the Board that affect the Policies of the Board shall be effective at the time of approval or as specified in the motion. All Policies of the Board shall be in conformance to, and not in contravention of, the Statutes of the State of Oregon governing the conduct of not-for-profit corporations chartered by said State, the articles of incorporation of such corporations, or the constitution or bylaws of said corporations, and in specific conformance with exempt organizations described in Section 501 (c) (3) of the Internal Revenue Code of 1954.
1.3.2 Up-to-date copies of the Bylaws and Policies of the Board shall be maintained in the respective files of the Treasurer and the Executive Director of the Society, and copies of said Bylaws and Policies (or list of its revisions) shall be sent to each chapter secretary or chapter president each year.
2.0 FISCAL & MEMBERSHIP YEARS & DUES
2.1 FISCAL & MEMBERSHIP YEARS
2.1.1 The fiscal year of the Society shall begin on September 1 of each year and shall end on August 31 of the following year.
2.1.2 Dues for all classes of membership in the Society shall be for a calendar year period beginning January of each year and extending to the next following December 31 for the year for which the dues are paid.
2.1.3 All membership dues are to be paid on the basis of the annual period so stated and are due and payable on or before the fifteenth day of November immediately proceeding the year for which the membership is issued or renewed.
2.1.4 Members who renew at the ANNUAL (INDIVIDUAL or FAMILY) rate and with the dues payments postmarked after December 1 of each year will not receive the January issue of Journal ARS. Additionally, members who renew with dues payments postmarked after March 1 will not receive the April issue of the Journal ARS. Members who wish to receive these issues may obtain them, if available, from Executive Director at the current price. COMMERCIAL, SUSTAINING, AND SPONSORING members receive all four issues of Journal ARS regardless of the date of renewal.
2.1.5 New members joining after July 8 for the next membership year shall be included in the bulk mailing of the Fall Journal ARS.
2.2 MEMBERSHIP CLASSES, DUES AND BENEFITS
2.2.1 The Board of Directors shall annually review the dues for all classes of membership. Any board member wishing to initiate a change in the dues structure should submit the same to the Budget and Finance Committee at least 90 days prior to any the board meeting at which it may be considered.
2.2.2 All dues are deductible for income tax purposes to the full extent of the law as defined in applicable provisions of the I.R.S. code.
2.2.3 A single membership in the INDIVIDUAL, COMMERCIAL or LIFE class entitles the holder thereof to only one vote in meetings or elections of the Society, notwithstanding the inclusion of two or more persons under such membership in membership listings prepared by the Society. FAMILY and SUSTAINING and SPONSORING memberships issued in the names of two persons at the same address, entitle the holders thereof to two votes in meetings or elections of the Society.
2.2.4 The Policies of the Board will establish the privileges of and annual dues for each of the seven categories of membership created by the Bylaws (Bylaws: Article II, Section B).
2.2.4.1 ANNUAL Membership (INDIVIDUAL and FAMILY Memberships)
Benefits: One copy of Journal ARS;
Participation in Seed Exchange,
Participation in Pollen Bank,
Members' discounts on books,
Participation in chapter of choice
(INDIVIDUAL Membership): One vote
in Society elections and business meetings.
(FAMILY Membership): Two votes in Society elections and business meetings.
Dues: (INDIVIDUAL Membership):
Full year $35
18-Month $35
15-Month $35
(FAMILY Membership): Full year $40
18-Month $40
15-Month $40
The chapter or district is to retain or be remitted the following amounts from the dues of
all INDIVIDUAL, FAMILY, COMMERCIAL, SUSTAINING, SPONSORING and LIFE members:
18-Month membership $8.00
15-Month membership $ 8.00
Full year memberships $ 8.00
Membership applications received directly by the Executive Director from areas where there is a chapter or chapters, shall be assigned to the nearest appropriate chapter, unless a chapter is specified in the application or the member wishes to be a non-chapter member. In the case of non-chapter members, the Society retains the full fee.
Two persons at the same address may jointly hold an INDIVIDUAL membership, but are entitled only to one vote in Society elections and business meetings.
18-month Membership, available to new members only, joining After April 1 and before July 8. Benefits are same as for an Individual or Family Membership, except that 18-month memberships include a bonus summer and fall JOURNAL ARS for the year preceding the membership year.
15-month Membership, available to new members only, joining After July 8 and before October 8. Benefits are same as for an Individual or Family Membership, except that 15-month memberships include only a bonus fall JOURNAL ARS for the year preceding the membership year.
2.2.4.2 COMMERCIAL or CORPORATE Membership
Benefits: Same as
INDIVIDUAL Membership, plus,
Annual listing in Journal ARS,
Growers and Nurserymen receive
Free full-page ad at rhododendron.org
Discount (5 percent) from current
rates for advertising in Journal ARS
Dues: $90 annually; chapter portion same as for ANNUAL Membership.
2.2.4.3 SUSTAINING Membership
Benefits: Same as ANNUAL Membership.
(One vote for a membership issued in the
name of one individual;
two votes for a membership issued in the
name of two persons at
the same address.)
Dues: $50 annually; chapter portion same as for ANNUAL Membership.
2.2.4.4 SPONSORING Membership
Benefits: Same as
ANNUAL Membership.
(One vote for a membership
issued in the name of one individual;
two votes for a membership issued in the
name of two persons at
the same address.)
Members receive an annual special gift as an expression of appreciation for this tier of donation.
Dues: $100 annually; chapter portion same as for ANNUAL Membership.
2.2.4.5 LIFE Membership
Benefits: Same as
INDIVIDUAL Membership
Dues: $1000, which may be paid as one lump sum or over a three year period in one increment of $400 and two of $300. Upon receipt of $1000, or the first incremental payment, the name of such member shall be carried upon the membership rolls of the Society for the lifetime of said LIFE member. In the event either of the second or third yearly payment is not timely made, the member's name shall be removed from the lifetime member roll. LIFE membership shall be issued in the name of one person only and shall be terminated by the death of the person in whose name the LIFE membership is issued.
LIFE Membership dues shall be placed in a separate fund and invested. The income earned by the fund shall annually be transferred to the General Fund. For LIFE Memberships received after July 1, 1984, the member's chapter shall annually be credited an amount equal to the chapter's portion of a one-year INDIVIDUAL Membership. When a LIFE member dies, the principal of that membership shall remain in the Life Membership Fund.
2.2.4.6 HONORARY Membership
Benefits: Same as INDIVIDUAL
Membership
Dues: None
HONORARYMembership may be granted to any individual deemed qualified by a majority of the Board of Directors of the Society, for the life of the grantee, or until such time as the membership shall be terminated for reasons considered sufficient by a two-thirds vote of the Board. The Board may continue Society membership for the spouse of a deceased honorary member by waiving further payment of dues by said spouse. Such waiver does not confer the status of honorary member on the surviving spouse. HONORARY Membership in a chapter may be granted by the governing body of the chapter, provided that the chapter either remits to the Society the LIFE Membership dues, or commits to pay annual dues for the life of the HONORARY Member.
2.2.4.7 ASSOCIATE Membership
Benefits: All benefits
accorded by a chapter to its members, but no
additional benefits,
participation or voting rights in the affairs of the Society.
Dues: Same as chapter portion of ANNUAL Membership.
Any chapter member in good standing in the Society may become an ASSOCIATE Member of another chapter of the Society, by payment to the chapter of an amount equal to the chapter portion of ANNUAL Membership dues. ASSOCIATE members do not receive additional copies of Society publications.
2.3 OVERSEAS AIRMAIL DELIVERY OF JOURNAL ARS
Special arrangements can be made for overseas airmail delivery of JOURNAL ARS by paying a yearly fee in addition to dues. The fee varies according to destination and shall be set yearly by the Executive Director so that all additional costs to the Society which arise from this service are covered.
Currently: Latin America - $20.00; Europe - $25.00; Far East - $30.00
3.0 ORGANIZATION
3.1 CHAPTERS
Article III of the Bylaws covers the definition of a chapter of the Society, the method of formation of a chapter, the obligations of chapters and the limitation of chapter powers. The same article also provides for withdrawal of chapter charters in certain specific instances. The following policies with regard to chapters have been adopted by the Board.
3.1.1 Names of Chapters
The Board will approve a name for a proposed chapter which does not conflict with the name of an already existing chapter. Names preferably should be narrowly descriptive or locally geographic in nature.
3.1.2 Consult Existing Chapters
The Executive Director shall immediately inform the chapter president and secretary if members of an existing chapter desire to form a new chapter. No action will be taken until the comments from the officers of the affected chapter have been received and evaluated by the Board. The affected chapter must mail any comments to the president of the Society within forty-five days after being notified by the Executive Director. Decisions of the Board with regard to names of chapters and approval of charters are final and binding.
3.1.3 Limitations on privileges of chapter guests
In accordance with the educational nature of the Society and its stated purposes of encouraging culture and increasing understanding and interest in Rhododendrons and Azaleas, the Board makes the following recommendations to the chapters:
3.1.3.1 All activities of the chapters such as programs, shows, tours, study groups, etc. should be available to members and non-members alike.
3.1.3.2 Chapters may, at their discretion, send meeting notices and other local publications to non- members.
3.1.3.3 When chapters sponsor regional or annual meetings of the Society, such events should be open to members and non members alike, provided that required fees are paid.
3.1.3.4 For the services provided to non-members, the chapter should charge fees that more than provide for the associated costs.
3.1.3.5 Individuals or organizations provided with these services or courtesies are not to be considered chapter or Society members, but may be designated as guests of the chapter, without vote or other privileges of the Society or chapter membership.
3.1.3.6 It is the intention of the Board that the involvement of guests in our activities will motivate and stimulate them to seek full active membership in a chapter of the Society.
3.1.3.7 There is no category of "local" membership in chapters.
3.1.3.8 AFFILIATES a chapter of the Society located in a country outside the North American mainland, may establish such a class of participants for its persons who have no interest in, or use for, the JOURNAL, ARS or the Seed Exchange. Those persons may become AFFILIATES of the chapter and are not required to join the Society. They do not receive the JOURNAL ARS or the Seed Exchange Booklet. AFFILIATES are not permitted to purchase seed from the exchange unless they contribute seed. AFFILIATES are not permitted to hold office in the Society or in the local chapter.
3.1.4 Remitting Dues for Members of a Proposed Chapter
Dues to be remitted with the petition for a chapter charter shall be based on the amounts specified for Society chapters in Section 2.2 of the Policies of the Board. If the charter is denied by the Board, the portion of dues previously retained by the proposed chapter shall be remitted to the Society.
3.1.5 Chapter Newsletter Distribution
The Board of Directors has asked that each chapter mail their newsletter (or other correspondence relating to chapter activities) to the district director, the alternate district director, the regional vice-presidents, the Society's president, the executive director, the Journal ARS editor, editor of R and A News and the Electronic Newsletter Committee Chairman.
3.1.6 Quoting Society Publications
Chapters are reminded that reprinting articles or excerpts from the Journal ARS or Rhododendron and Azalea News requires permission from the author or photographer. Before republication, including placement on web sites, Chapters must confirm with the editor of JARS or R and A News, whichever applies, that the author or photographer has granted permission for such publication. The author's or photographer’s permission must be obtained directly by the chapter wishing to utilize such material in instances where permission is not on file with the editor. All quotations shall credit the originating publication and author or photographer.
3.2 DISTRICTS AND REGIONS
The Board of Directors has established the following grouping of chapters into districts and regions: (See the APPENDIX for the current listing.)
4.0 THE OFFICERS
4.1 OFFICERS' EXPENSES
4.1.1 For the purposes of this section, the officers consist of the President, the Immediate Past President, the Regional Vice Presidents, the Treasurer, the Secretary (only if not holding the position of executive director) and the Director at Large.
4.1.2 Officers are encouraged and expected to attend meetings and other activities of the Society, districts and chapters. The purpose of such attendance is to glean ideas from members and leaders at all levels regarding the officers' responsibilities, meet potential leaders and communicate at all levels of the Society. Expenses associated with these activities are considered by the Society to be tax deductible and reimbursable at cost within the limitations of the IRS codes and regulations. These expenses are as follows:
4.1.2.1 Travel for the activities above, tourist class airfare at cost, or auto mileage up to 2,000 miles round trip at the rate approved by the IRS for charitable contributions of automobile use.
4.1.2.2 Lodging, meals and incidentals for overnight stays at the activity - actual cost for the length of the activity only, but not to exceed the IRS approved rate.
4.1.2.3 Other expenses appropriate to the duties of the officers, such as long-distance telephone calls, postage, copying, etc. are considered reimbursable at actual cost.
4.1.2.4 Documentation for reimbursement must be submitted to the Executive Director in the detail required by the IRS regulations, and within the fiscal year that the expense is incurred. Each of the officers is limited to receiving not more than one-seventh of the amount that has been budgeted for officers' expenses.
4.2 THE OFFICERS AS A GROUP (Bylaws: Article V, Sections A & B)
4.2.1 Are the President, the Regional Vice-Presidents, the Secretary and the Treasurer.
4.2.2 Their term of office shall commence at adjournment of the annual meeting and continue for two years.
4.2.3 They may only perform duties and acts permitted by the Oregon Statutes pertaining to corporate officers and directors, and not-for-profit corporations, and the Society's articles of incorporation and its bylaws and policies.
4.2.4 Removal from office
4.2.4.1 Upon written request of any three (3) members of the Board to the Executive Director, an action for removal from office shall be brought to the next regular meeting for its deliberation and decision.
4.2.4.2 The Board of Directors may remove any officer at any time, with or without cause.
4.2.4.3 Copies of the written removal requests shall be forwarded to the officer in question at least 30 days prior to the next regularly scheduled meeting of the Board to afford the officer an opportunity to speak in his own defense or discreetly resign from office without prejudice. For involuntary removal from office, three-quarters of the membership of the Board must vote in favor of the action.
4.3 THE PRESIDENT (Bylaws: Article V, Section C 1)
4.3.1 Presides at all meetings of the Society, the Board of Directors and the Executive Committee.
4.3.2 May call special meetings of the Board and/or Executive Committee.
4.3.3 DELETED BY BOARD ACTION ON 11/10/95
4.3.4 DELETED BY BOARD ACTION ON 11/10/95
4.3.5 Seeks advice from committee chairmen and consulting officers on committee appointments.
4.3.6 Receives agenda proposals for board meetings from any member wishing to make same.
4.3.7 Encourages all committees to have working sessions at the same time or preceding the regular meetings of the Board.
4.3.8 Nominates two trustees annually by March 13 from the Board of Directors of the Society for terms of three years each to the Rhododendron Research Foundation. Similarly nominates successors in the event of vacancy as provided for in the Trust Agreement.
4.3.9 Appoints the two foreign members of the review panel for the Pioneer Achievement Award.
4.3.10 Chooses one member of the Search Committee for salaried employees.
4.3.11 Directs the awards program through the appointment of a chairman and the regional chairmen.
4.3.12 Appoints the Nominating Committee by January 15 of the year following assumption of office.
4.3.13 Appoints the registrar of plant names.
4.3.14 Encourages the enrollment of new members.
4.3.15 Furthers all of the objectives of the Society.
4.3.16 Makes himself available to chapters and districts seeking his leadership or participation in meetings and conferences.
4.3.17 Presents an annual accounting of the state of the Society to the membership at each annual meeting of the Society.
4.3.18 DELETED BY BOARD ACTION ON 10/29/93
4.3.19 Reports to each board of directors meeting activity of the Executive Committee in the interim since the preceding board meeting.
4.4 THE REGIONAL VICE PRESIDENTS (Bylaws: Article V, Section C 3)
4.4.1 Works closely with the President and the district directors within his region.
4.4.2 Informs the district directors of the happenings within his region.
4.4.3 Suggests improvements for the promotion of the Society.
4.4.4 Coordinates any Society activities that occur in his region.
4.4.5 Meets with the district directors on a regular basis.
4.4.6 Helps represent district concerns and comments to the Board, Executive Committee and the President.
4.4.7 Acts as liaison for the Society with chapter(s) hosting a regional meeting or convention of the Society.
4.4.8 Shall give every possible assistance to any district when called upon by the district director or chapter president within such district.
4.4.9 Additional Responsibilities of Senior Vice President (Bylaws: Article V, Section C2)
4.4.9.1 Shall perform the duties of the President in his absence or if the President is unable/unwilling to perform the duties of office.
4.4.9.2 Shall be the President designate. When he is elected President, the Regional Vice President of an alternate region becomes the Senior Vice President.
4.5 THE TREASURER (Bylaws: Article V, Section C 4)
4.5.1 Is responsible for the accounting of all monies of the Society.
4.5.2 Monitors receipts and disbursements.
4.5.3 Makes disbursements under the Board's directions.
4.5.4 Payment orders shall be signed by the Treasurer and/or other officers determined by the Board.
4.5.5 Manages short term monies to maximize the return on current balance. Is chairman of the Long Term Investment Committee, and makes long term investments as determined by the Committee. Long term funds consist of the Endowment Fund, the Life Member Fund, surplus above general funds budgeted within a given fiscal year and any other monies so designated by the Board of Directors.
4.5.6 Is a member of the Budget and Finance Committee, the Long Range Planning Committee and any other committee of the Society the actions of which might impact the budget.
4.5.7 Prepares and files the annual report required by the Internal Revenue Service to maintain the Society's group exemption under Section 501 (c) (3) of the IRS code.
4.5.8 Files any other reports required by federal, state or local governments.
4.5.9 Ascertains that the Society is adequately covered by proper liability and property insurance.
4.5.10 Keeps in force in adequate amounts the fidelity bonds specified by the Board for various employees of the Society.
4.5.11 Assists in the annual audit or review of the Society's financial statements, presents and interprets them to the Board and JOURNAL ARS for their publication.
4.5.12 Assures that only the income generated by the Endowment Fund of the Society is available for expenditure by the Board, pursuant to POB 12.3.1 and 12.3.2
4.5.13 Advises the Board of those steps necessary to assure appropriate accounting controls within the resources of the Society.
4.5.14 Oversees movement of the investment income from the Endowment Fund to the general fund at the end of each fiscal year.
4.5.15 Maintains up-to-date copies of the Policies of the Board.
4.5.16 Maintains life-membership funds in a separate account, which generates the chapter portion of the annual dues for life members. (P.O.B. Sec. 2.2.4.5)
4.5.17 Makes long term investments in instruments other than bank accounts (P.O.B. 9.23.1), as directed by the Long Term Investment Committee.
4.6 THE SECRETARY (Bylaws: Article V, Section C 5)
4.6.1 Serves on the Executive Committee of the Board. (Bylaws Article VI, Section F)
4.6.2 Gives notice of Board Meetings to all board members, stating time and place of meetings, not less than 30 days prior to the meeting. (POB 11.3)
4.6.3 In consultation with the President and the Executive Director, prepares an agenda for the board meeting and distributes copies to all board members and committee chairs not less than two weeks prior to the meeting and sees to its placement on the office web site. (POB 11.3)
4.6.4 Keeps appropriate minutes and a true record of all votes cast at meetings of the Society, of the Board of Directors and of the Executive Committee.
4.6.4 Counts the ballots and certifies the election of all candidates receiving a plurality of votes cast. (POB Sec. 7.4.3)
4.6.5 Distributes minutes of each Board and Executive Committee meeting to the members of the Board and for placement on the Society office website. The minutes for Society Awards and other matters of executive sessions shall not be placed on the website.
4.6.6 Sends a ballot, listing all officer nominees and all nominees for director-at-large and director-at-large alternate, to the Board within 30 days after the fall board meeting in the year preceding installation of officers, or December 1 of the same year, whichever date comes sooner. Ballots shall be returned to the Secretary no later than December 31. (POB Sec. 7.4.1.4)
4.6.7 Counts the ballots and certifies the election of all candidates receiving a plurality of votes cast. (POB Sec. 7.4.3)
4.6.7.1 If there are no contests for the offices for election at the fall Board meeting, the Board may authorize the Secretary to then poll the Board by secret ballot. If a plurality of the Board members present and voting vote is affirmative, the Secretary shall certify the election of all of the candidates.
4.6.8 Receives amendments to the Bylaws proposed by a board member, by majority vote of a chapter, or by petition of 30 members. (Bylaws: Art. XI, Sec. A)
4.6.8.1 Transmits proposed amendments to the Chairman of the Bylaws and policies Committee for presentation and recommendation at the next Board meeting.
4.6.9 Assists the President by advising him of the terms of office for officers and director-at-large and alternate director-at-large prior to his appointing a nominating committee. (POB 4.3.12)
4.6.10 Receives nominations for officers proposed by majority vote of a membership meeting. Receives nominations for officers proposed by petition of 5% of the members or by 250 members (whichever is greater) by December 31 of the year prior to the election year for officers. (Bylaws: Article VIII, Section D).
4.6.10.1 Transmits nominations to the Chairman of the Nominating Committee for action by that Committee.
4.6.11 All notices and transmittals made or required of the Secretary may be by either mail or electronically.
5.0 THE BOARD OF DIRECTORS AS A WHOLE
5.1 MEMBERSHIP - Membership consists of the officers, elected district directors, the Director-at-Large and the Immediate-Past-President of the Society. (Bylaws: Article VI, Section B)
5.1.1 In the event neither the director or alternate from any district is able to attend a Board meeting, the presidents in such district may, by majority vote, designate an alternate to represent said district at that Board meeting. The chapter presidents in any district exercising this option must present a letter, signed by at least one of them, certifying this provision has been followed and the designate named. The certification letter must be physically delivered to the Society Board before its meeting commences, and the Board shall, before conducting any other business, review and determine the validity of the designation. If the certification is accepted, the designate shall have the same power, at that meeting only, as the regularly elected director.
5.2 THE IMMEDIATE - PAST PRESIDENT - Is a full voting member of the Board. He lends his talents and experience to the officers and directors at board meetings, and may serve on committees and be elected to another office by the Board.
5.3 MEETINGS - The Board shall meet at least twice yearly on call of the President or any five directors. (Bylaws: Article VI, Section D) Written notice of meeting is sent to board members, electronically with verification or by mail, 30 days prior to the meeting by the Secretary. The agenda shall be sent well in advance of the meeting date, two weeks at the minimum. (P.O.B. Sec. 11.3.)
5.4 QUORUM - Two-thirds of the Board membership shall constitute a quorum for the transaction of business. (Bylaws: Article VI, Section E 1)
5.5 RULES OF MEETINGS - All meetings shall be conducted in accordance with Robert's Rules of Order. (Bylaws: Article VI, Section E 4)
5.6 AUTHORIZES EMPLOYMENT - The Board authorizes the employment and termination and the salaries and allowances of all employees and officers.
5.7 WRITTEN RECORD RE EMPLOYEES - The Board maintains a written record listing the executive offices to which appointments are made; the qualifications, duties, responsibilities, employee benefits, allowances, name and date and terms of employment; and requires bonding of each person expected to handle $1000 or more of funds owned or in trust by the Society.
6.0 THE ELECTED DIRECTORS AND ALTERNATES
6.1 THE DISTRICT DIRECTORS AND ALTERNATES (Bylaws: Article VII, Sections A & B)
6.1.1 Promote the purposes and objectives of the Society.
6.1.2 Assist in obtaining new members. Each district director and alternate should be available to carry on at the district level whatever methods of achieving this goal are recommended by the Publicity & Public Relations Committee and the Membership and Chapter Development Committee. (POB 9.26 & 9.27)
6.1.3 Support the Registrar in registration of plant names.
6.1.4 Act as liaison between the region and the chapter presidents in his district.
6.1.5 Confer with chapter presidents and the chapters' boards of directors on a regular basis (at least once yearly).
6.1.5.1 It is recommended that the district director and/or alternate attend the regular meetings of each chapter in the district as often as possible, but at least once every year.
6.1.5.2 The district director should call meetings of the chapter presidents and vice-presidents in the district at the beginning of his/her term of office, and prior to each meeting of the Society's board, to assure each chapter an opportunity to voice its position on the agenda for the Board meeting. Alternatively, the district director and/or alternate should attend a chapter board meeting of each chapter of the district at least once every year.
6.1.6 Confer with the Regional Vice President regarding his/her liaison functions and district activities.
6.1.7 Familiarize himself with interests and activities of the chapters' memberships. Each director shall prepare a report of district activities, projects, etc. for possible inclusion in Journal ARS.
6.1.7.1 The Board of Directors has asked that each chapter mail their newsletter (or other correspondence relating to chapter activities) to their district director and alternate district director (P.O.B. Sec. 3.1.5).
6.1.8 Help coordinate Society activities within the district.
6.1.9 Communicate the needs and concerns of his district constituents to the Regional Vice President and the Board of Directors. All agenda reports shall be limited to items or issues which require consideration, discussion or action by the Board of Directors.
6.1.10 Inform the chapters of pending and completed actions of the Board via the minutes of the Board and/or a personal newsletter.
6.1.10.1 In addition to verbal communication at chapter meetings, the district director and/or alternate should forward minutes of the Board meetings to each chapter president in the district. They should also issue a newsletter to each chapter president on a regular basis (quarterly or semi-annually), summarizing matters pending before the Society's board and sharing ideas gleaned from individual chapters (programs, available speakers, fund-raising, etc.). Copies of all district director newsletters should also be mailed to the Executive Director, the President, and the Regional Vice-Presidents.
6.1.11 Help identify potential leaders for future service to the Society.
6.1.12 Serve on committee(s) of the Society as time and talents permit; and represent such committee(s) to the Board in absence of the chairperson.
6.1.13 Arranges with the Executive Director for a representative to attend a Board meeting if the director and the alternate are unable to attend.
6.1.14 Instigates convening of district nominating committees. By October 1 of the year prior to a district election, the district director initiates a conference of the chapter presidents in said district for the purpose of nominating the candidate(s) for the next district director and the alternate. The incumbent director does not serve on the nominating committee, but does ascertain that the chair of this committee rotates every three years to a different chapter president in a manner agreed to by the presidents of their chapters.
6.1.15 Assist in and supervise rating and plant award programs at the chapter level.
6.1.16 The reimbursing of a district director's out-of-pocket expenses incurred in the performance of his/her duties is the responsibility of the chapters in that director's district. The Board urges the chapters to provide at least partial reimbursement of such expenses by special assessments, contributions, use of net proceeds from district meetings, and/or other means.
6.2 THE DIRECTOR AT LARGE AND ALTERNATE (Bylaws: Article VII, Section C)
6.2.1 The Director-at-Large shall represent the concerns and interests of non-chapter members. He shall use suitable means to establish communications with those members; shall attempt to involve such members in chapter activities whenever possible, and help motivate formation of new chapters wherever potential membership exists in non-chapter areas.
6.2.2 In addition to representing non-chapter members, the Director-at-Large shall represent any chapter that does not easily fit into an established district because of that chapter's geographical location. Currently the Scottish, Dutch, J. D. Hooker, and Danish Chapters are represented by the Director-at-Large.
7.0 ELECTIONS
7.1 LIMIT ON NUMBER OF TERMS OF OFFICE. (Bylaws: Article IX, Section C)
No officer, district director or director-at-large shall serve more than two consecutive terms in the same office unless specific exemptions are made by the Board.
7.2 DURATION AND COMMENCEMENT OF TERMS.
7.2.1 Officers: two years beginning at adjournment of annual meeting. (Bylaws: Article V, Section A)
7.2.2 District Directors, director-at-large and alternates: three years beginning at adjournment of annual meeting. (Bylaws: Article VI, Section C)
7.2.2.1 Sequence of district elections: As now practiced, elections in year 1 are held by Districts 3, 6, 11, and 12; in year 2 by Districts 4, 5, 8 and 9; and in year 3 by Districts 1, 2, 7 and 10.
7.3 ELECTORS. (Bylaws: Article IX, Sections A & B)
7.3.1 The officers are elected biennially by the Board.
7.3.2 The director-at-large and the director-at-large alternate are elected triennially by the Board.
7.3.3 The district directors and their alternates are elected by the full members of each district.
7.4 THE ELECTION PROCESS. (Bylaws: Article IX)
7.4.1 For officers, director-at-large and alternate director-at-large. (Bylaws: Art. IX, Sec. D)
7.4.1.1 The President, by January 15 of the year following assumption of office, shall appoint a nominating committee chaired by a past president and four other members, each from a separate district and at least one from each region.
7.4.1.2 The Nominating Committee presents its report to the Board at the next board meeting before the next annual meeting of the membership. One or more candidates shall be proposed for each office or director-at-large and the alternate.
7.4.1.3 Petitions for nominees may be submitted by twenty five or more members or by any chapter, and must be delivered to the Nominations chairman by no later than ten days prior to the fall board meeting in the year of election. Any nominees proposed by petition of the membership shall be included in the chairman's fall report to the Board. Notice of this procedure and the offices to be voted on that fall shall be published annually in the spring issue of Journal ARS.
7.4.1.4 The Secretary or designate sends a ballot, listing all nominees, to the Board by 30 days after the fall Board meeting in the year preceding installation of officers, and Director at Large/Alternate, or December 1 of the same year, whichever date comes sooner. Ballots shall be returned to the Secretary or designate no later than December 31 and any ballots received after that date shall not be counted. For members having the necessary equipment, ballots may be sent and returned electronically. Postal mail shall be used for those who do not have such equipment.
7.4.2 For district directors and their alternates. (Bylaws: Article IX, Section E)
7.4.2.1 District director convenes District Nominating Committee (P.O.B. Sec. 6.1.14) by October 1 of year preceding the election.
7.4.2.2 The Executive Director of the Society requests the chapter presidents in districts holding elections to submit the names and biographies of all nominees by November 1 of the year prior to the election. (In the case of a vacancy in office, as soon after the vacancy as possible.)
7.4.2.3 The Executive Director transmits the names and biographies of the candidates to the Editor for publication in the winter issue prior to the election.
7.4.2.4 If there is no contest for the position of director or alternate in a District, the Executive Director declares the lone candidate elected as further described below. In those cases where a position is contested, the Executive Director sends ballots for the contested position to all full members of the Society in the district where the contest is taking place by February 15 of the election year, with a return date of April 1.
7.4.3 Certification of Votes by Executive Director. (Bylaws: Article IX, Section F)
7.4.3.1 The votes are counted by the Executive Director (or the Executive Director's designee).
7.4.3.2 In contested positions, a plurality of votes is required. The Executive Director is authorized to certify the election on April 1.
7.4.3.3 In the event of a tie, a plurality of the Board of Directors as a group decides the winner.
8.0 THE EMPLOYEES
8.1 EMPLOYEES' EXPENSES
8.1.1 Reasonable expenses of paid employees incurred in carrying out their duties for the Society shall be reimbursed including travel, meals and lodging in conjunction with the annual meeting of the Society and meetings of the Board of Directors.
8.1.2 Prior to reimbursement, employees shall submit documentation to the Executive Director in the detail required by the then current Internal Revenue Service regulations. Expenses reimbursed to the Executive Director shall be approved by the Treasurer in advance.
8.2 THE EXECUTIVE DIRECTOR
8.2.1 May be employed by the Board of Directors for the Society. The salary for this position shall be reviewed annually by the Board. (Bylaws: Art V, Sec 1)
8.2.2 Administers the daily and general business activities and projects of the Society, manages the offices or headquarters of the Society and is responsible for other duties assigned by the Board. (Bylaws: Art V, Sec 1)
8.2.3 Prepares all checks to pay routine or approved obligations of the Society. Either the Executive Director, the Treasurer, or the President may individually sign any check for the Society in the amount of $500 or less. Checks in excess of $500 must be signed by any two of the following; President, Treasurer and Executive Director. If two signature checks are impractical or not possible, postal or electronic written approval by one of the second named parties is required before any such checks are delivered to the payee.
8.2.4. Maintains an administrative website of the Society, including passwords protecting members privacy, for access by officers of the chapters to their membership information. Other items not involving privacy such as Board Policies and Society Bylaws shall be carried on that site without password protection. Appropriate information and updates will be provided to the Society Webmaster to facilitate these entries.
8.2.5. Facilitates an open forum at all conferences with a Board meeting in order to provide information and interchange with members concerning Society function and other matters of general interest.
8.2.6 Cooperates with chapters, Society committees and board members in encouraging new and maintaining current memberships. (POB Sec. 9.26 & 9.27)
8.2.7 Receives and records the names and addresses of all current members, and maintains a list of life members. Prepares the mailing labels for the distribution of the quarterly Journal ARS.
8.2.8 Promptly after every Board meeting, with the guidance of the Bylaws and policies Committee Chairman, maintains, updates and distributes updated copies of the Bylaws and of the Policies of the Board, or a list of revisions as approved to the Board and to the chapters. Also sees to placement of the updated version on the ARS website. (POB Sec 1.3 and Bylaws Art X1).
8.2.9 Receives requests from board members for removal of officers and brings same before the next regular Board meeting. (Bylaw Art V Sec J. - POB 4.2.4.)
8.2.10 Receives all funds due the Society from committees, chapters and other sources, and deposits them promptly to the appropriate account.
8.2.10.1 Annually, prepares a list of the individual donors to the Society for inclusion in the spring issue of the Journal ARS.
8.2.11 Receives requests for reimbursement of expenses from officers and employees and honors them in accordance with the policies of the Board. (POB 4.1 & 8.1.)
8.2.12 Keeps a list of qualifications for each salaried position in the Society. (POB Sec. 8.4.3)
8.2.13 Reminds the district directors to convene by October 1 the District Nominating Committee (all district chapter presidents) for district director and district director alternate in a regular three year sequence of districts holding elections. (POB Sec. 6.1.14)
8.2.14 Requests names and biographies of the district nominating committee's candidates for district director and district director alternate by November 1 of the year prior to elections. Transmits the information to the Editor for publication in the winter issue of Journal ARS prior to the election. (POB Sec. 7.4.2.2)
8.2.15 Distributes ballots on or before February 15 to all full members of the Society in the districts holding elections with a return date of April 1. (POB Sec. 7.4.2.4)
8.2.16 Assists a district director or his alternate to appoint a representative for his district in the case of their absence at a Board meeting. (POB Sec. 6.1.13)
8.2.17 Receives chapter newsletters and other correspondence. Files chapter newsletters in the Society archives. (POB Sec. 3. 1.5)
8.2.18 Remits chapter portion of dues to the chapters when necessary.
8.2.19 Notifies the chapter president and secretary if members of their chapter wish to form a new chapter. (POB Sec. 3. 1.2)
8.2.20 Sets additional fee required for overseas airmail delivery of single copies of Journal ARS, defraying any cost to the Society. (POB 2.3)
8.2.21 Receives requests for use of the Society Membership list. Each request for use of the Society membership list (other than by Society Chapters) shall be reviewed by the Executive Director to determine its merit. A request may be deemed an appropriate use if it is similar to past approved uses. If, however, the merit of the request is questionable, the Executive Director may either deny the request or refer it to the Executive Committee for a ruling. Upon demand by the requester, denied requests shall be reviewed by the Society's Board of Directors at their next regular meeting. When a request is deemed an appropriate use, the Executive Director will notify the requester, making it clear that the list shall be used only once and shall not be released. The Executive Director shall report all label sales approved in the semi-annual report to the Board. The price charged will be determined by the Executive Director as follows:
8.2.21.1 Sales to Chapters - Periodically the Executive Director will review all costs, in both materials and time, associated with providing labels and/or printouts to the chapters. The price shall not exceed the cost.
8.2.21.2 Sales to not-for-profit horticultural-related groups - The price charged will be equal to the current rate charged to Society chapters plus 20%.
8.2.21.3 Sales to For-Profit Organizations - The price will be set to net a substantial profit for the Society. Current industry pricing will be taken into consideration when setting rates. Discounts will be given to current Society members as follows:
Commercial members 5 % discount
Current Journal ARS advertisers 10% discount
8.2.21.4 The formats offered will be those currently in use by the Society's office. Special requests that require additional programming and/or materials will be reviewed by the Executive Director to determine if sufficient time is available to fill the request. The price charged for special orders will be substantially higher to take these factors into account.
8.2.22 Manages the advertising and sale of books and publications.
8.3 THE EDITOR
8.3.1 The Board of Directors shall employ an Editor of publications for the Society whose principal responsibility shall be the timely issuance of the quarterly Journal ARS. The salary shall be reviewed annually by the Board of Directors.
8.3.2 The Editor, under the general supervision of the Board of Directors and the Editorial Committee, shall edit all Society publications and cause them to be published in such a manner and such a place as seems most efficient and economical for the Society. The Editor shall endeavor to mail each issue of Journal ARS in a timely manner and shall solicit material for publication which will be of interest to the members of the Society and which will add to the general knowledge of the genus. The Editor is expected to attend all meetings of the Board of Directors.
8.3.2.1 Copyright Policy - The aim of the American Rhododendron Society (Society) Copyright Policy is both to encourage the dissemination of information on rhododendrons and azaleas to the public in the various media and also to give authors and photographers freedom to submit their work to media other than the Society media.
The dissemination of information is one of the purposes of the Society, and the Copyright Policy should reflect this.
A non-exclusive Copyright Policy, whereby authors and photographers retain copyright to their own work, allows them freedom to submit their work to other media. Because the Society pays no fee to authors or photographers, the policy should include this freedom to submit work elsewhere as a measure of fairness. If the author or photographer submits work to other media in a form edited by the Society for any of its publications, printed or electronic, credit should be given to the Society.
The Society will request of its authors and photographers written permission to publish their work in the quarterly Journal ARS; on any of the Society websites; as printed materials individually or in anthologies or similar collections of work published by the Society, including Society chapter newsletters; and on compact disks (CDs) or in other digitized formats published by the Society.
Requests from other print or electronic media to reproduce article or photographs published by the Society should be handled on a case-by-case basis. Permission both from the Society and the author/photographer is required.
8.3.3 The Editor shall solicit mutual exchange of advertisements-for-members, between the Society and similar plant and horticultural societies. Such agreements should be for a one (1) year period and be evaluated annually.
8.3.4 The Editor shall include in each issue of the quarterly journal of the Society, a listing of all Society publications on hand for sale or distribution and the sale-cost per copy or quantity purchase price.
8.3.5 Plant awards as approved by the Board from time to time shall be published in the journal of the Society on a timely basis.
8.3.6 The Editor shall be responsible for responding to advertising inquiries and accepting those ads that are suitable for the Society's publications. No plant prices shall be quoted in advertisements appearing in the quarterly journal.
8.3.7 The Editor shall establish, in cooperation with the President, a jury of technical reviewers, and shall have proposed articles about plants and their culture reviewed for technical adequacy before acceptance for publication. The Registrar will be one of the technical reviewers.
8.3.8 The Editor shall review advertising rates and policies from time to time with the Editorial Committee. Committee recommendations regarding ad rate or ad policy changes shall be presented to the Board of Directors for their approval.
8.3.9 The Editor is an ex officio member of the Budget and Finance Committee of the Board. The Editor shall prepare an annual Journal ARS budget for submission to this committee prior to their budget meeting. This budget must reflect any changes the Editor anticipates regarding production, postal or other journal related costs.
8.3.10 The Editor is a member of the Editorial Committee of the Society.
8.3.11 The Editor shall publish the names and biographies of all candidates for district director and district director alternate in the winter issue of the quarterly journal prior to the election.
8.3.12 The Editor shall receive copies of all informational mailings sent by the chapters, officers and directors.
8.3.13 The Editor shall publish notice regarding nominations as provided in POB 7.4.1.3.
8.4 VACANCIES IN SALARIED POSITIONS
8.4.1 Salaried employees of the Society should, if possible, give six months notice of intention to resign.
8.4.2 When acute situations arise, the President, in consultation with the Executive Committee, can appoint a pro tem person to fill the void until a permanent employee can be found. Prior salaried personnel might be the most appropriate for such short term emergencies.
8.4.3 The Executive Director keeps a list of the ideal qualifications for each salaried position, readily available for guidance of the search committees and for publication.
8.4.4 Notification of the vacancy will be made, at least, by publication in the Journal ARS, independently to each chapter president and to each district director indicating the nature of the position (salaries, terms of employment, etc.), the desired qualifications, the deadlines, appropriate contacts and the mechanism of selection.
8.4.5 The recommended composition of the Search Committee is the Eastern and Western Vice-Presidents, one member chosen by the Eastern Vice-President, one member chosen by the Western Vice-President and one member chosen by the President (a total of five members). The senior Vice-President should serve as committee chairperson.
8.4.6 Each candidate will be required to submit a résumé and a letter of application and be available for a personal interview.
8.4.7 The final hiring decision is a function of the Board of Directors regardless of the committee's recommendations.
9.0 COMMITTEES OF THE SOCIETY
Policies applicable to all committees, except the Executive Committee:
9.0.1 The President, upon assuming office, appoints the committee chairmen who serve during his term, and at his pleasure.
9.0.2 The President may delegate to the chairman the appointment of the remaining committee members.
9.0.3 The President may delegate the consultation and guidance of certain committees of the Society to an officer who will counsel the President regarding those committees and their membership.
9.0.4 Each committee shall report to each regular Board meeting. Reports shall include activities in progress, policies proposed, matters reviewed, tasks completed and recommendations for furthering the committee's purposes. For those committees handling funds, a financial report shall also be included.
9.05 Policies proposed by committees must be approved by the Board
9.0.6 Unless otherwise provided for in the policies pertaining to specific committees, after payment of expenses, any net income earned shall be transmitted annually to the Society. Proposals for allocating such funds will be considered by the Board which retains final discretion in these matters.
9.0.7 Minutes, policies, and important correspondence must be maintained for the guidance of successor committees.
9.0.8 The budget for each committee's activities shall be submitted to the Budget & Finance Chairman annually. Committee chairmen are encouraged and expected to attend meetings and other activities of the Society, districts and chapters. The purpose of such attendance is to glean ideas from members and leaders at all levels regarding their committee responsibilities, meet potential committee members and to personally communicate with the Board. Expenses associated with the committee chairmen's activities are considered by the Society to be contributions within the limitations of the IRS codes and regulations. The Society, because of fiscal constraints, is only able to reimburse the chairmen for expenses appropriate to the duties of the chairmen, such as long distance telephone calls, postage, copying, etc.
9.0.9 The Seed Exchange, the Registrar of Plant Names and the Program Library Committees are authorized to open bank accounts and receive monies to those accounts and to write checks against the accounts. Checks of $500 or less shall require the signature of the chairman of the committee only. Checks of amounts greater than $500 shall require the signature of the chairman and of one of the officers of the Society, or postal or electronic written approval of an officer before such checks are delivered to the payee if two signatures are impractical or not possible. The chairman shall select the officer and make the arrangements necessary to comply with this provision.
9.1 AWARDS COMMITTEE
Helps to improve the quality of available rhododendron and azalea plants by identifying new superior plants, hybrid and species, and publicizing them, thereby encouraging their propagation and distribution. Seeks to obtain wider utilization and popularization of rhododendrons for general garden use in varying climatic conditions. In accordance with these purposes, the committee shall administer two different programs as set forth herein.
9.1.1 A procedure for designation of specific clones as recipient of Conditional Award (C.A.), Award of Excellence (A. E.) and Superior Plant Award (S. P. A.). The specifics for this program are outlined in the Quarterly Bulletin of the ARS, Volume 31, Number 2, Spring, 1977, and in a publication titled "Plant Awards Program 1987" and are to be followed by the committee. Any changes to the program must be submitted to the Board for approval before being implemented.
9.1.2 A program titled "Rhododendron of the Year" for each of the following regions of the Society Districts/Chapters: Northwest - Districts 1,2,3,4 and California, De Anza, Eureka, Monterey, and Noyo; Northeast - Districts 6, 7, 8, and 12; Mid-Atlantic - District 9; Southeastern - District 10; Midwest - District 11; and Swisher - Hawaii, and Southern California. Overseas chapters are also welcome to participate in this program, and may choose to be included in one of the described regions or propose another region to be incorporated in this policy.
9.1.2.1 Plants designated as Rhododendron of the Year shall be chosen by the Committee from Proven Performer lists developed by chapters within a given region or other sources deemed reliable, and shall be readily available in commerce at the time the award is announced to the general public. To satisfy the latter portion of the criteria, the Committee may advise the nursery trade two or more years in advance of generally publicizing each year’s awards.
9.1.2.2 The committee shall develop a public relations campaign to assure the widest possible publicity to the general public of the designated plants in advance of and during optimal garden planting seasons each year. Further, the committee should seek the assistance of Districts/Chapters to achieve this goal and any other needs of this program, and Districts/Chapters shall cooperate therein.
9.2 AZALEA COMMITTEE
The activity of this committee is to be centered around the promotion of evergreen and deciduous azaleas, recognizing their importance in the genus Rhododendron.
This Azalea Committee will pursue a multitude of activities, all of which will draw the attention of the Society's members and the general public to the beauty of, and the landscaping value of the many azalea species and the diversity of currently available azalea hybrids. Also, in cooperation with the Registrar of Plant Names, it will encourage the registration of new varieties already in the trade but not yet registered.
The Committee will recommend azalea books suitable for either publication or publication sponsorship by the Society. They shall provide appropriate information on all known American azalea hybrids for publication in the Journal ARS.
The Committee members will encourage the writing of interesting articles for Journal ARS about any facet of exploring for, cultivation, hybridizing, propagation, or landscape use of evergreen and deciduous azaleas.
9.3 BUDGET AND FINANCE COMMITTEE
The Budget and Finance Committee, in conjunction with the Treasurer who serves as a committee member, will procure an audit or review by a certified public accountant of all accounts of the Society and its various committees on an annual basis. The Budget and Finance Committee shall make up a recommended budget for the ensuing year to guide the officers and employees in their expenditures, to be considered as a guide as it is realized that unforeseen events may affect the income and necessary expenses of the Society. The Budget and, Finance Committee shall notify the Editor well in advance of their budget meeting and request the Editor provide them with an annual Journal ARS budget for their information and consideration. The Budget and Finance Committee should be prepared to advise the Board any time during the year in case unexpected financial situations develop, and shall make a report to the Board of Directors upon completion of the audit or review of the Society accounts.
The Budget Committee shall advise the Board of Directors, at least one year in advance if possible, of any anticipated need for an increase in membership dues. This should be based upon the needs of the Society as a whole taking into account the pro rata share of dues as outlined in Article II, Section D, of the current Bylaws. An analysis and recommendation as to any changes suggested pursuant to POB 2.2.1 shall be included in the Committee's report to the Board.
The Budget Committee should annually review the cash flow of the Society for the preceding five years with the purpose of forming an estimate of the cash flow for the current and coming year so that "Demand" deposit bank accounts may be kept at the minimum required balance for adequately meeting the demands for operating the Society, and such funds in excess thereof transferred to maximum earning "Time" deposit accounts or similar funds. Care should be taken that action to maximize income does not result in counterbalancing service charges incurred because of reduced checking account balances.
The Budget Committee shall annually review the requirements for, and amounts of, security-fidelity bonds, and compliance with State regulations pertaining to Bond-In-Lieu of Oregon State Unemployment Tax, or an accepted waiver, thereof.
9.3.1 Personnel Committee - Subcommittee
A Personnel Committee, which will be a sub-committee of the Budget Committee, shall be appointed by the President. The responsibility of this committee shall be to determine criteria for consistent and regular evaluation of paid staff. The Personnel Committee will be responsible for salary surveys and recommendations for salary each year.
9.4 EDITORIAL COMMITTEE
The Editorial Committee should meet with the Editor to review Journal ARS production and make recommendations and provide support for the editor's efforts to produce for the Society the quality journal desired.
Annually review with the Editor:
9.4.1 Production of the journal of the Society.
9.4.2 Advertising rates.
9.4.3 Policies concerning publication of "In Memoriam Articles".
9.4.4 Policies concerning publication of "Medal Awards".
9.4.5 The balance of various types of articles and news over a period of time.
9.4.6 Use of, or requests by other organizations, plant or similar horticultural publications to "re-print" articles, etc.
This committee will support the Editor by identifying writers and encouraging them to submit articles for possible publication. The committee may suggest topics for future articles and will do whatever possible to assist and support the Editor in maintaining the quality publication desired. Members of the committee should be selected from different areas of the country so that various viewpoints will be represented.
9.5 HONORS COMMITTEE (Bylaws: Article X, Section A 2)
9.5.1 The following awards may be granted as set forth herein: Citation for Service or Award of Merit, Bronze Medal, Silver Medal and Gold Medal. Citations for Service or Awards of Merit may be granted by either the Society or individual chapters. The Bronze Medal may only by granted by individual chapters of the Society. The Silver and Gold Medals may only be granted by the Society.
9.5.2 Citation for Service/Award of Merit. These awards may be granted to an individual, group of persons or organization which would not otherwise qualify for medal honors. The recipient need not belong to the Society. In chapters, the award may be initiated as its governing body directs. For the Society, the award may be initiated by the President or Board of Directors and shall be approved by a majority of the Board. The award shall consist of a text briefly describing the reason for it, written in calligraphic or other appropriate script, and delivered or bestowed at a suitable ceremony.
9.5.3 Bronze Medal. This award is delegated entirely for grant by local chapters and is initiated as the chapter governing body directs. The engraved medal which is a part of the award must be purchased by the chapters from the Society. It is awarded for outstanding contributions to the chapter, which may include accomplishments of the recipient outside the chapter consistent with the goals of the Society. The honoree must be a member of the Society.
9.5.4 Silver Medal. This award is granted solely by the Society. The basis shall be outstanding service over a period of time to either the Society or genus Rhododendron, or both. The primary consideration shall be for regional, as opposed to national or international, contributions. The honoree must be a member of the Society.
9.5.5 Gold Medal. This award is granted solely by the Society. The basis shall be outstanding service over a period of time to either the Society or genus Rhododendron, or both. The primary difference between this and the silver medal is that the contributions shall have had a national or international impact. The honoree must be a member of the Society.
9.5.6 General. The award of any one or more of the honors described above to a person or group does not preclude the grant of another to the same recipient. No more than three silver and two gold medals may be awarded in any calendar year. In the event nominations exceeding that number are deemed worthy by the honors committee, the committee may defer action on the excess of its choice to a later year.
9.5.7 Silver and Gold Nominations. Petitions for these medals must be submitted through a district director to the Honors Committee chairman by November 15 of the year preceding the year in which the medal may be awarded. The district director shall assist the nominator in meeting the requirements of these policies, and must submit all nominations to the committee.
9.5.8 Petition Contents. A petition shall contain the name, address and chapter affiliation of the nominee, and the names, addresses and telephone numbers of the proposers. It should set forth a detailed listing, including dates where possible, of the nominee's accomplishments and contributions, together with a suggested citation text not to exceed 125 words. A minimum of eight and a maximum of twelve seconding letters shall accompany the petition, and should assist in documenting the nominee's accomplishments rather than simply focusing on personality. Nominations which have been denied may be resubmitted in a subsequent year, but only if they contain new or additional information not previously considered by the committee.
9.5.9 Honors Committee. There shall be a committee for review and consideration of silver and gold medal nominations consisting of six members, including the chairman. The President appoints the chairman, who then appoints the other five members of the committee. Committee members shall be geographically representative of the Society membership and generally knowledgeable of the Society. Identity of the committee members, other than the chairman, shall be confidential. The chairman shall not have any vote on nominations for an award. He shall circulate all nominations and supporting data to the committee, provide other appropriate information to members of the committee and the Society, and otherwise generally facilitate and aid the process in the best interests of the Society. Deliberations of the committee are confidential.
9.5.10 Board Approval. The names of those recommended by a majority of the committee to receive a silver or gold medal, together with the citation text, shall be forwarded by the committee chairman to the Society president by February 15 of each year for action by the Board. Only favorable recommendations may be acted upon by the Board. Final approval by a majority of the Board or its Executive Committee, whichever applies, is required before presentation of these awards.
9.6 LONG-RANGE PLANNING COMMITTEE
The purpose of this committee shall be to anticipate the future of the Society and set plans to meet it within the Society's stated goals and financial means. This committee shall annually review the activities of the Society, and if needed, recommend to the Board for their consideration changes in Society activities for the future, either by dropping those not needed or by adding new activities, to improve the service of the Society to its members and to otherwise better achieve the objectives of the Society of encouraging the culture of rhododendrons and increasing the general understanding and interest of these plants. The Long-Range Planning Committee shall include estimates of the costs and/or savings of recommended changes, and work closely with the Budget and Finance Committee.
9.7 NOMINATING COMMITTEE
The functions of the Nominating Committee and its responsibilities are defined in Article IX, Section D of the Bylaws. The President shall appoint a nominating committee by January 15th of the year following assumption of office. That committee will present its report to the Board at the next Board meeting and before the next Annual Membership meeting. The nominations will be announced at the annual meeting of the membership following the Board meeting. Opportunity for nominations by the membership will be provided at that time.
9.8 PUBLIC RELATIONS COMMITTEE (Replaced by POB 9.26 & 9.27)
9.9 RATINGS COMMITTEE (deleted by Board action on May 6, 1996)
9.10 REGISTRAR OF PLANT NAMES
The Registrar shall be appointed by the President and approved by the Board of Directors. The duties of the Registrar are:
1. To serve as North American registration agent for the Royal Horticultural Society, in its role as International Registration Authority for the genus Rhododendron.
2. To actively solicit and encourage registration of names of (a) new cultivars and (b) rhododendrons and azaleas already in the trade under unregistered names.
3. To conduct all registration activities in a timely fashion.
4. To prepare descriptions of those cultivars registered through the North American Registrar for publication in Journal ARS after registration has been accepted by the International Rhododendron Registrar.
5. To maintain a complete file of all registration materials, including applications, correspondence, and reference materials such as books and catalogs. These files are to be turned over to the succeeding Registrar.
6. To assist the Editor of Journal ARS by screening articles submitted for publication to insure the correctness and acceptability of rhododendron and azalea names.
It is the policy of the Board that the Registrar conform to all the provisions and requirements of the International Registration Authority. Beginning September 1, 1995, the Society will provide all plant name registration services free of any charge. There will be no fee for requested certificates, but a voluntary donation of $3 per certificate (to cover mailing expenses) will be solicited.
The Society shall add the Registrar of Plant Names to the mailing list for all future issues of Journal ARS and any other books or magazines published by the Society. These reference materials are to be Society property, and shall pass to succeeding Registrars.
9.11 RESEARCH COMMITTEE
The president shall appoint a Research Committee. One of the objectives of the Society is to increase knowledge of the genus Rhododendron through scientific research, and to give publicity to such findings. The duties of this committee would be to foster and encourage research in the rhododendron field in any way possible. The committee should be in touch with those conducting research in the field of rhododendrons in various experiment stations in this country and in other countries where feasible.
The committee should serve as a clearing house for those who are suggesting important problems which need research. In some cases, it will be able to say that research in that field is being carried on in a certain institution. In other cases, it may be able to suggest certain people who would be qualified to carry on such research, and possibly get them interested in doing so.
The Research Committee should work in close coordination with the Trustees of the Rhododendron Research Foundation not only to suggest and prioritize research projects for possible funding by the foundation, but also actively monitor projects funded at their recommendation by the Foundation.
9.12 SEED EXCHANGE COMMITTEE
The primary function of the Seed Exchange is to provide for the distribution of seed to the membership. Species and hybrid Rhododendron seed and that for companion plants and trees shall be solicited and obtained by all means deemed desirable by the Committee.
The President shall appoint a chairman, who shall choose six additional members to the committee. Geographic balance, inclusion of overseas members and contributors to the Seed Exchange are desirable factors in determining committee membership. Names of committee members shall be published in the booklet and the website offering seed each year.
The Seed Exchange is expected to be self supporting activity independent of funding from other Society sources by utilizing income from the sale of seed to support all its activities and expenses, and all income received shall be employed to further committee purposes. Expenses include services such as JARS advertising or accounting services by the ARS accountant, as well as all other expenses incurred in the collection and distribution of seed, equipment, supplies, the chairman's space allowance and expenses for attending the spring and fall ARS Board meetings.
The committee shall submit an annual budget to the Board of Directors at its spring meeting for approval by the Board. This budget shall include estimated amounts for income, operating expenses, an amount for the chairman’s space allowance, and reserves for equipment, software and other future needs. The budget shall also include an estimate of the chairman's travel, meal and lodging expense for attendance at conventions/conferences that include an ARS Board meeting. The chairman must attend the Board meeting to qualify for such reimbursement. Additionally, an annual report describing the prior year's activity and any recommended changes in operation shall be submitted for Board review and approval.
The chairman shall be bonded in an amount commensurate with funds handled for the SE. An annual accounting review of SE monies shall be presented to the Board, together with any other information necessary for the Society to comply with its responsibility for reports needed to maintain its status as a charitable corporation.
9.13 FLOWER SHOW ADVISORY COMMITTEE
The general policy has been to permit chapter’s extensive leeway in having shows or not having them, and in the manner of staging. Obviously, these chapter shows cannot be regulated or supervised by a Society committee. However, there are certain things which a Society committee should do. The Committee should know what shows are being presented and their dates, and these dates should be printed each year as fully as possible in Journal ARS to give travelers a chance to plan their trips to include rhododendron shows, if they so desire.
The primary purpose of the Society's Flower Show Committee is to prepare a booklet on Rhododendron Shows. This should include suggestions for staging shows, including details which might be helpful to a chapter committee staging its first show. This booklet should also contain suggestions for judging rhododendrons. In general, there has been reasonable agreement among judges as to the standards they are looking for, but there are certain items about which there is occasional disagreement. One example is the relative score for a truss on which all flowers are wide open versus one which has one, two, or three unopened buds. Some chapters do not have experienced judges available, and people who are asked to judge may have to teach themselves. A booklet giving suggestions and scorecards would be useful. Garden clubs and others who may have rhododendron and azalea classes in their club shows could also use such a booklet.
The classification of varieties as to color and type should be brought up-to-date and additional varieties added to the list. Some may possibly be eliminated from the fairly long list which has been used for several years.
9.14 TEST AND DISPLAY GARDENS COMMITTEE
The President shall appoint a Test and Display Gardens Committee which shall serve as a resource group for chapters wishing to establish gardens of this type. The committee shall respond to requests for assistance from such chapters and provide guidance to them, generally in accordance with the following suggestions:
Display gardens are those developed to contain varieties that are in the trade, or available to it, and are essentially "variety collections". The purpose of display gardens is to promote interest in rhododendrons and enable members and the general public to study and compare varieties grown under local conditions. Such gardens should be in a public place, arboretum, botanic garden, college or university grounds, or a public park, or in a private garden where the public is regularly admitted, either free or on payment of a fee. I f a fee is charged, the committee in charge should have free access at any reasonable time.
Plants may be furnished by the owners or management of the garden, by members, nurserymen or any interested individual. Ordinarily, and unless covered by special agreement, the plants, once established, become the property of the garden management.
Chapters of the Society are encouraged to establish, or foster, one or more display gardens in their territory, wherever and whenever satisfactory arrangements for proper care can be made. The details are the responsibility of the chapter, but should include a written agreement between the chapter officers and the management of the garden establishing the responsibility of each as to furnishing of plants, ownership of plants furnished, layout of garden, care needed and who will furnish such care, accessibility to the public, protection against theft and vandalism, whether or not propagating material may be taken, and any other important considerations. If at all possible, arrangements should be made so that routine care will be the responsibility of the garden management and not of the chapter membership.
Chapters sponsoring display gardens should have a regular committee to work out the details and provide continuing oversight, promotion, or whatever is needed to make the project a success.
A test garden is designed to provide facilities for growing new or special varieties so that they may be judged for their uniqueness, suitability for growing under local conditions and for judging for Society awards.
Obviously, more care must be exercised in establishing a test garden as potentially valuable varieties, not yet available to the public, may be submitted for test and possible award. The theft of such a plant or the unauthorized taking of propagating material might prove very embarrassing.
Since local conditions may vary considerably, and since the local chapter must take full responsibility for the terms of the agreement and the supervision of the test garden, no arbitrary form of agreement is proposed by the Society.
Such agreement should clearly specify the location of the test garden, the responsibility of the chapter and the garden management, the provisions for care of the plants, and accessibility and methods to be used to prevent theft. A copy of the agreement should be available, on request, to anyone contemplating entering plants for test.
Before plants are accepted for test, an agreement should be signed by the person entering the plants clearly stating whether or not they shall be returned to him and specifically absolving the chapter and the Society from any liability if plants should be stolen or injured in any way, or if propagating material should be stolen.
Free access by the general public is not necessary and may be undesirable. Adequate and continuing care of the plants and provision for free access by the proper persons are most important.
The local test garden committee should have authority to turn down plants to exclude certain pests, or where a breeder may want to enter several similar plants and have the judges do the "selecting" which he should do.
The matter of entry fees is left to the local committee with the suggestion that none be collected. If high, they will tend to discourage entries; if low, they will be of little value and a nuisance to collect and administer.
9.15 POLLEN BANK COMMITTEE
The President shall appoint a chairman and members of the Pollen Bank Committee. The Committee shall have the primary responsibility to collect an