| Section 1. | Individual or family membership shall be open to all persons who are willing to support the activities of the Society and pay a membership fee. | |
| A. | Family membership shall include those members of a family living at one address and each adult, eighteen years of age or older at that membership address, shall have the privilege of full membership. | |
| Section 2. | Membership entitles each member to vote and to hold office. | |
| Section 3. | All Society members will be encouraged to join and support the American Gourd Society. | |
| Section 4. | Membership will be for a one or three year period and shall begin upon payment of dues. Renewal will be applied to extend beyond the end of the current membership period. | |
| Section 1. | The elected officers shall be: President, 1st Vice- President, 2nd Vice-President, Secretary, Treasurer and Membership Secretary. |
| Section 2. | Five (5) Directors shall be elected from the membership. |
| Section 3. | The officers and Directors shall constitute the Executive Board. |
| Section 1. | Two (2) festivals combined with membership meetings shall be held per year, one in the Spring and the second in the Fall. The meetings will be open to all members and interested visitors. |
| Section 2. | Twelve (12) members shall constitute a quorum at a membership meeting. |
| Section 3. | The Executive Board shall meet as often as deemed necessary during the year to conduct the business of the Society. |
| Section 4. | A majority of the Executive Board members must be present to constitute a quorum at Executive Board meetings. |
| Section 5. | Executive Board meetings may be conducted by assembly, e-mail, telephone, mail or other media. |
| Section 1. | The objectives of the Society are to promote the culture, cultivation, artistry and crafting of gourds; to provide an information and education service to its members and the public; and to provide an Annual Show for the promotion of gourds, gourd crafting and gourd art. |
| Section 1. | Membership dues per individual or family shall be assessed. The amount of these dues shall be established by the Executive Board and adjusted when deemed necessary, subject to approval of the majority vote of the membership present at either of the biannual membership meetings. |
| Section 1. |
The term of office for the following positions shall be for (two) years and shall be elected in even numbered
years and limited to serving in the same office for no more than 2 ( two ) consecutive terms unless otherwise
changed by majority vote of Executive Committee. • President • 1st Vice President • 2nd Vice President • Secretary • Membership Secretary • Director 1 • Director 2 |
| Section 2. |
The term of office for the following position shall be for 2 ( two ) years and shall be elected in odd numbered
years and limited to serving in the same office for no more than 2 ( two ) consecutive term unless
otherwise changed by majority vote of Executive Committee. • Treasurer • Director 3 • Director 4 • Director 5 |
| Section 3. | The Officers and Directors shall be elected at the Spring Meeting. New Officers and Directors shall start their terms upon election. |
| Section 4. | In the event a vacancy should occur in any of the offices, except President, the Executive Board shall appoint a member to fill the unexpired term. |
| Section 5. | No one shall hold more than one (1) elective office at the same time. |
| Section 1. | It shall be the duty of the President to: | ||
| A. | Preside at meetings of the Executive Board and the general membership. | ||
| B. | Establish any committee deemed necessary and appoint a chairperson for such committee subject to the approval of the Executive Board. | ||
| C. | Serve as an ex-officio member of all committees unless he/she appoints someone to assume this responsibility. | ||
| D. | Represent the Society at all other organizations functions unless he /she appoints someone to assume these responsibilities. | ||
| E. | May only vote in case of a tie in Executive Board votes. | ||
| F. | Will remain on Executive Board as ex-officio for one (1) year following end of term as a non voting advisor. | ||
| Section 2. | The 1st Vice President shall: | ||
| A. | Assist the president and assume all duties of the President in the absence of the President and shall continue to do so until his/her return, or until the next elected President takes office. | ||
| B. | Be responsible for planning and implementation of the Spring Meeting, submitting to the President the plan for the meeting sixty (60) days prior to the scheduled date of the meeting. | ||
| Section 2. | The 2nd Vice President shall: | ||
| A. | Assist the President and assume all duties of the President in the absence of the President and 1st Vice President, and shall continue to do so until his/her return, or until the next elected President takes office. | ||
| B. | Be responsible for planning and implementation of the Fall Meeting, submitting to the President the plan for the meeting sixty (60) days prior to the scheduled date of the meeting. | ||
| Section 4. | The Secretary is the recording officer of the Society and custodian of its records. The Secretary shall: | ||
| A. | Keep a complete record of all official activities of the Society and conduct all necessary correspondence. | ||
| B. | Submit to the President a copy of the minutes from each general meeting and Executive Board Meeting, within thirty (30) days following the meeting. | ||
| C. | As Historian, the Secretary will keep a scrapbook of pictures, clippings, etc., that tell of activities and accomplishments of the Society and have the scrapbook available at all Society meetings. | ||
| Section 5. | The Treasurer shall: | ||
| A. | Maintain financial records and accounts as prescribed by the Executive Board. | ||
| B. | Receive all monies belonging to the Society and keep an accurate record of all receipts. | ||
| C. | Receive all bills and receipts for expenses incurred and pay them, keeping an accurate record of disbursements. | ||
| D. | Deposit all monies received in a bank convenient to the Treasurer. | ||
| E. | Submit a written report of receipts and disbursements to the President each quarter and /or upon request. | ||
| F. | Submit a financial report to the membership at the Membership Meetings. | ||
| G. | Submit to the Executive Board, an annual financial report within fifteen (15) days following the end of the fiscal year. | ||
| H. | Participate with the Audit Committee in an annual audit of records. | ||
| I. | Shall be bonded with bonding expense paid for by Society. | ||
| J. | See that all financial reporting to the government is completed and filed in a timely manner to keep non-profit organization status current. | ||
| Section 6. | The Membership Secretary shall: | ||
| A. | Keep-up-to date list of all Society members, alphabetically and by Region. | ||
| B. | Receive all IGS membership applications, new and renewal, keeping an accurate record of receipts and monies forwarded to the IGS Treasurer. | ||
| C. | Mail or arrange for mailing in a timely manner, to all new members and renewed members, current membership cards and other appropriate IGS literature. A copy of the Society Constitution and By-Laws is to be provided upon request. | ||
| D. | Notify all members of the expiration status of their membership prior to its expiring. | ||
| E. | Inform the President upon request, of all new members and members who’s membership have expired. | ||
| F. | Provide membership lists to the Executive Board, Regional Chairs and other members upon request. | ||
| G. | Provide AGS in a timely manner and/or upon request, a list of Society members. | ||
| Section 7. | Directors shall: | ||
| A. | Assume an active role in both the management and operation of the Society, serve on the Audit Committee and in a committee or sub-committee chair position for the Annual Show. | ||
| B. | Be appointed to a standing committee by the President such as: seed committee, ways and means and etc. | ||
| Section 1. | The Executive Board shall consist of all elected officers and Directors and shall have the authority to conduct all business of the Society, except where membership approval is specifically requested by the By-Laws. | |
| Section 2. | The Executive Board will meet at the call of the President as often as deemed necessary to conduct the business of the Society. | |
| Section 3. | The Executive Board meetings may also be called: | |
| A. | At the request of the majority of the Executive Board members. | |
| B. | Upon request of twelve (12) or more Society members. | |
| Section 4. | Executive Board meetings may be conducted by assembly, e-mail, telephone, mail or other media at the discretion of the President. | |
| Section 5. | The Executive Board will approve a budget presented by the President prior to the start of the fiscal year and see that it is presented to the membership at the Spring Meeting and appropriate all Society expenditures. | |
| Section 6. | The Executive Board will have the responsibility of approving the President’s establishment of committees not specified in By-Laws, and approving all committee chair appointments. | |
| Section 7. | The Executive Board will establish and /or approve the establishment of geographical Regions within the State and approve the appointment of the Regional Chairperson. | |
| Section 8. | The Executive Board will establish a publication as a Society newsletter and establish guidelines for the number of issues to be published. | |
| Section 9. | The Executive Board will establish the system of financial record keeping and accounts to be used by the Treasurer. | |
| Section 10. | The Executive Board may assign specific financial responsibilities to the President or other selected agent(s). | |
| Section 1. | All Committee Chairs shall be appointed by the President and approved by the Executive Board for one (1) year term, subject to reappointment unless otherwise specified. | ||
| Section 2. | Standing Committees include, but are not limited to: Nominating, Audit, Ways & Means, Publicity, Web Master, Show Chair, Education, Spring meeting, Fall Meeting, State Fair, Seeds, Membership, News Letter Editor and Regions as deemed appropriate by the Executive Board. | ||
| Section 3. | All additional standing and ad hoc committees and chairpersons shall be appointed by the President and approved by the Executive Board. | ||
| Section 4. | The Nominating Committee shall consist of a minimum of three (3) members appointed by the President. This committee shall prepare a slate of nominees solicited from the membership for presentation to the membership and make personal contact with each nominee prior to presenting his/her name. Appointees of this Committee will serve from appointment through the Spring Meeting. | ||
| Section 5. | The Audit Committee shall consist of three (3) or more elected Directors. It shall audit all Treasurers’ records every year within a thirty (30) day period of the Spring Meeting and verify all accounts. | ||
| Section 6. | The Ways & Means Committee Chairperson will select committee members and one Director will be appointed to assist in the performance of his/her duties. The duties of the Ways & Means Committee are to provide plans and activities to supplement the income of the Society, including but not limited to the purchase of items for resale and the sale of donated items. | ||
| Section 7. | The Publicity Committee Chairperson will select committee members and one Director will be appointed to assist in the performance of his/her duties. It shall be the duty of this committee to announce all Society functions and promote the objectives of the organization through the news and other media, publications and organizations. | ||
| Section 8. | The Education Committee Chairperson will select committee members and one Director will be appointed to assist in the performance of his/her duties. The duties of the Education Committee shall include the establishment of programs to provide an education and information service, develop or purchase for resale educational material, books and periodicals, and distributing free literature when appropriate. | ||
| Section 9. | The Spring Meeting Committee will be chaired by the 1st Vice President who shall select committee members necessary to assist in the performance of his/her duties. The Spring Meeting Chairperson will submit to the President his/her plan for the meeting sixty (60) days prior to the meeting. | ||
| Section 10. | The Fall Meeting Committee will be chaired by the 2 nd Vice President who shall select committee members necessary to assist in the performance of his/her duties. The Fall membership Meeting Committee Chairperson shall submit to the President his/her plan for the meeting sixty (60) days prior to the meeting. | ||
| Section 11. | The State Fair Committee Chairperson will select committee members and one Director will be appointed to assist in the performance of his/her duties. The State Fair Committee Chairperson will submit to the President his/her plan for the event sixty (60) days prior to the starting date of the State Fair. | ||
| Section 12. | The Seeds Committee Chairperson will select committee members and one Director will be appointed to assist in the performance of his/ her duties. The Chairperson will purchase for resale seeds as necessary and appropriate and make them available at events and activities deemed practical. | ||
| Section 13. | The Regional Patch Chairpersons will select committee members necessary to assist in the performance of his/her duties. The Regional Chairpersons will serve as resource personnel to members within their Region, promoting the objectives of the Society through development of a plan of activities for the region. The regional Chairpersons shall represent the Society to the public and organizations within their Region. | ||
| Section 14. | Show Chairperson shall: | ||
| A. | Establish committees and sub-committees as specified in the approved Show Organizational Chart adopted for IGS Shows by the Executive Board. The Show Committee will include as members, the President, Treasurer, and Publicity Chair. | ||
| B | Plan the Show within the adopted guidelines of the Executive Board. | ||
| C | Establish a budget for the Show and submit to the Executive Board for approval. | ||
| D | Maintain full and accurate financial and historical (attendance, workshops, etc.) records as required by the Treasurer and adopted as standards for IGS by the Executive Board. | ||
| E | Conduct Show Committee meetings as deemed necessary to conduct business of the Show. | ||
| F | Conduct the business of the show, reporting to the Executive Board as requested and to the Membership at the Spring Meeting. | ||
| Section 1. | All Officers and Committee Chairpersons will submit a proposed annual budget to the Executive Board for approval, thirty (30) days prior to the end of the previous fiscal year. | ||
| Section 2. | The expenditure of any Society funds by any Officer, Director, Chairperson or member must have been approved in the budget. | ||
| Section 3. | Expenditures exceeding budget requires the approval of a majority of the Executive Board. | ||
| Section 4. | Claim Forms must be submitted to the Treasurer with any receipts. | ||
| Section 1. | The By-Laws may be amended by a two-thirds vote of the members present at either of the biannual membership meetings, provided the entire membership has been notified of the proposed amendment(s) at least thirty (30) days prior to the meeting. | ||
| Section 2. | All Standing Rules passed and/or Policies established by the Executive Board will be made available to the entire Membership in a timely manner. | ||
| 1. | All membership meetings and Executive Board meetings shall be conducted according to Robert’s Rules of Order. | |
| 2. | A Standing Rule will continue in force until rescinded. | |
| 3. | Standing Rules may be suspended at any one meeting by a majority vote provided it pertains to the business of that meeting. | |
| 4. | The Society fiscal year shall be July 1 through June 30. Such asYear, 2003-2004 | |
| 5. | The Order of Business shall be: | |
| A. | Call to order | |
| B. | Reading and approval of minutes | |
| C. | Treasurers report | |
| D. | Approval of bills | |
| E. | Communications | |
| F. | Committee reports | |
| G. | Unfinished business | |
| H. | New business | |
| I. | Appointments | |
| J. | Adjournment | |