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Constitution – Master Gardeners of Union County

Approved:  July 27, 2022 by unanimous vote at the business meeting        

Union County Master Gardener Association

  1. The name of the organization will be “Master Gardeners of Union County (MGUC).”
  2. Purpose and Objectives
    1. Purpose
      1. The purpose of the MGUC, an unincorporated nonprofit association, is to promote and teach environmentally sound, research- based gardening practices primarily to the residents of Union County and secondarily to other Ohio residents, under the auspices of Ohio State University Extension of Union County.
    2. Objective
      1. Support the mission and objectives of the Ohio State University Extension Master Gardener Program.
      2. Increase member knowledge and sharing of research-based gardening practices.
      3. Strive to provide the highest quality educational programming, outreach, and service to the community.
  3. Membership
    1. Master Gardener Trainee
      1. Individual currently enrolled in the Master Gardener Course.
    2. Master Gardener Intern
      1. Individual who has successfully completed the Master Gardener Course and is accruing 50 hours of volunteer service with 10 of those served in a designated opportunity.
      2. The Master Gardener Course is scheduled as needed and upon completion of the Master Gardener Course, interns will typically have 12 months to complete the 50-service hour requirement and attain certified Master Gardener status.
    3. Certified Master Gardener
      1. Individual who has completed Master Gardener Course and 50 hours of volunteer service with 10 of those hours having been served in a designated opportunity.
      2. Master Gardeners must be certified each year to maintain their active status and the Master Gardener title.
      3. To certify, Master gardeners must sign, in the required format, the Annual Volunteer Agreement and Request for Certification, Youth Activities and Programs, Ohio State University Extension Standards of Behavior/MGV Name Usage, Pesticide Management Policy, and other documents as required.
    4. Active Master Gardener
      1. Individual who is a certified Master Gardener.
      2. A Master Gardener who has completed a minimum of 20 hours of volunteer service per year in Union County.
      3. A Master Gardener who has completed a minimum of 10 hours of horticultural education per year.
      4. A Master Gardener who has attended a minimum of two business meetings per year. Attendance requirement will be at the discretion of the officers.
      5. A Master Gardener who has remitted payment for the assessed state fee or participated in the designated opportunity as required per year.
    5. Inactive Master Gardener
      1. Individual who desires to remain a Master Gardener but has not completed the annual commitment of 20 volunteer service hours.
      2. An inactive Master Gardener is one who is in good standing, having completed the original commitment of training, exam, and volunteer service.
      3. An inactive Master Gardener must complete 10 hours of education in horticulture for the total years they are inactive.
      4. An inactive Master Gardener may re-certify within three years if they meet the criteria noted above.
      5. Individuals on inactive status for more than three years must also retake and score a minimum of 70% on the final exam administered by the Union County Master Gardener Coordinator(s), in addition to meeting the education requirements noted above.
    6. Out-of-State Master Gardener
      1. Individual who is certified through another state Master Gardener Program may be admitted into the Union County Master Gardener Program.
      2. Individual must acquire a current Ohio Master Gardener training manual and an Ohio Master Gardener name badge.
      3. Individual must score a minimum of 70% on the final exam administered by the Union County Master Gardener Coordinator(s).
      4. Individual must meet the re-certification requirements listed in “Membership-Inactive Master Gardener.”
    7. Ohio Out-of-County Master Gardener
      1. Individual who is certified in another Ohio county may be admitted into the Union County Master Gardener Program.
      2. Individual must be a certified Ohio Master Gardener in good standing.
      3. Individual must complete an interview with the Union County Master Gardener Coordinator(s).
      4. Individual must transfer their records to the Union County Master Gardener Coordinator(s) from the county where they are currently certified.
    8. Dismissed Master Gardener
      1. Individual who displays repeated and consistent disregard for the policies and guidelines established by Ohio State University Extension and the Ohio Master Gardener Program.
      2. The Master Gardener in question will be informed in writing of the termination of their affiliation with the MGUC.
      3. This notice of dismissal will become part of the volunteer’s confidential file.
    9. The executive committee is empowered to address performance concerns with members and committees.
  1. The membership eligibility year is January 1 through December 31.
  2. All active members of the MGUC will have voting privileges and are eligible to participate in all Master Gardener competitions (contests, door prizes, drawings, etc.)
  3. All Master Gardener member activities will be undertaken with the full approval and sanction of the Master Gardener Coordinator(s), Extension Agent, and Extension staff. Members are prohibited from pursuing activities on their own and representing the MGUC without the full approval and sanction of Ohio State University Extension of Union County governance as noted above. Members who violate this prohibition may be subject to immediate dismissal from the MGUC.
  4. Members need not reside in Union County but must complete their annual volunteer service requirements in Union County.

IV.Election and Duties of Office

  1. The officers consist of a President, Vice President, Secretary, and Treasurer.
  2. Election of Officers
    1. Officers are elected on an annual basis at the October business meeting.
    2. The nominating committee, appointed by the President, will present a slate of qualified officer candidates at the October business meeting. Nominations may be accepted from the floor. If there is more than one nominee per office, election will be by written ballot.
    3. MGUC officers may serve no more than two, one-year elected consecutive terms per office. The term of office is from January 1 through December 31.
    4. Any unexpired term will be filled by appointment by the Master Gardener Coordinator(s) and the President.
  3. Duties of Officers
    1. President
      1. Preside at all business meetings and executive committee meetings.
      2. Prepare and distribute executive committee and business meeting agendas.
      3. Appoint committee chairs as necessary.
      4. Sign checks in the absence of the Treasurer.
      5. Serve as ex-officio member of all committees except nominating.
    2. Vice President
      1. Perform the president’s duties in their absence.
      2. Chair the Education Committee as appropriate.
      3. Arrange for educational speakers for each business meeting.
    3. Secretary
      1. Record the minutes of each business and executive committee meeting.
      2. Keep attendance records and send a copy of the minutes to the Master Gardener Coordinator(s) on a timely basis.
      3. Submit the minutes for distribution at least five days before the business meeting.
      4. Handle MGUC correspondence.
    4. Treasurer
      1. Possess bookkeeping skills and the ability to manage MGUC finances using spreadsheets or other MGUC agreed-upon financial software.
      2. Maintain an accurate account of the treasury.
      3. Prepare an annual budget in conjunction with the executive committee and opportunity chairs and present it to the membership for approval at the January business meeting.
      4. Present the treasurer’s report monthly at the executive committee meeting and submit it for distribution it at least five days before the business meeting.
      5. Present appropriate requests to MGUC members at business meetings for approval/disapproval.
      6. Review and screen all funding requests presented to the MGUC to ensure alignment with the MGUC’s mission, approved opportunities, educational activities, workshops, etc., as identified through the committees.
      7. Collect and deposit all monies to the bank of choice determined by the MGUC.
      8. Disburse funds upon the approval of the MGUC; obtain the signature of the President or Vice President prior to disbursement.
      9. Track gross sales receipts and # of sales days each year.
      10. Help with the annual audit of the MGUC income and expenses in accordance with Ohio State University Extension standards.
      11. Check the MGUC mailbox at least once a month.
    5. All officers attend executive committee meetings.
  4. Executive Committee
    1. The Executive committee facilitates the orderly operation of the MGUC and provides leadership, direction, and guidance for continuity and quality of the program and to meet the MGUC purpose and objectives.
    2. Executive committee meetings are chaired by the President, attended by the officers and Master Gardener Coordinator(s), and conducted at least one week prior to the business meeting.
    3. The executive committee is responsible to
          1. Ensure that all requirements to maintain the MGUC’s status as an unincorporated nonprofit association in the State of Ohio are fulfilled.
        1. File an annual report with the Ohio Attorney General Charity Ohio.
        2. File the federal Form 990N annually.
        3. Restrict sales to 6 days per year so as to avoid needing to collect sales tax.
        4. Keep the treasury under $25,000 so as to avoid needing to pay a fee to register with OAG Charity Ohio.
          1. Ensure that all requirements to maintain the MGUC’s status as an unincorporated nonprofit association, and not a 501(c)(3), with the Internal Revenue Service are fulfilled.
        1. Limit gross receipts to $5,000 per year so the MGUC will not be required to file a 501(c)(3) application.
        2. Avoid the requirement to file Form 1023 for recognition of exemption under Internal Revenue Code section 501(c)(3) by keeping gross receipts at $5,000 or less annually.
          1. Provide for an external review of the MGUC financial records.

VI. Selection and Appointment of the Volunteer Coordinator

  1. A Volunteer Coordinator is needed if the position is not a paid Ohio State University Extension position.
  2. The Volunteer Coordinator term is for two years, renewable in two-year increments at the discretion of the current coordinator(s), the MGUC, and Union County Extension.
  3. Volunteer Coordinator duties are contained in the Ohio State University Master Gardener Coordinator Manual.
  4. The selection process includes (a) solicitation of interest by the officers and continuing coordinator(s), if any; (b) vetting of candidates with the MGUC and Union County Extension; and (c) confirmation by the MGUC. 

VII. Long- and Short-Term Opportunities/Committees

  1. All opportunities/committees must reflect the Mission and Values of the MGUC.
  2. A complete list of long- and short-term opportunities/committees is found in the designated system.
  3. Long term opportunities/committees are those that have a long duration, generally over the course of years. Committees are disbanded when the MGUC decides to end the opportunity.
    1. Education Committee. Chaired by the vice president; plan and implement programs to be presented at the business meetings and educational activities and events for Master Gardeners outside meeting times (e.g. tours, clinics).
    2. Historian. Maintain MGUC archives (e.g., records of major programs, scrapbooks).
    3. Timekeeping. Maintain historical Master Gardener volunteer/education hours and ensure that all Master Gardeners enter their hours prior to the annual report conducted by Ohio State University Extension at the end of the calendar year.
  4. Short Term Opportunities/Committees are those that have duration of weeks or months and are appointed and disbanded when needed. An opportunity chair is appointed by the officers or a volunteer is accepted to manage the event or accomplish a task, and the committee dissolves once the task is complete.

VIII. Meetings

  1. Business meetings will be held the fourth Wednesday of every month at 7 p.m., excluding the month of December.
  2. If there is a special meeting or a regular meeting change, an email notice will be sent to the membership 14 days in advance.
  3. Executive committee meetings will be held at least one week prior to the business meeting. 

IX. Volunteer Management and Communication

  1. Volunteer and educational hours must be submitted through the designated system.
  2. Volunteer activities will primarily be managed through the designated system.
  3. Communication will primarily occur electronically.

X. Fiscal year

  1. The fiscal year is January 1 through December 31.
  2. All financial records will be maintained on the fiscal year.

XI. The Constitution will be available on the MGUC website.

XII. Amendments to the Constitution

  1. Notice of amendments will be emailed to all members 14 days prior to voting.
  2. Amendments must meet the approval of the Union County Extension Agent and the Union County Master Gardener Coordinator(s).
  3. Amendment of the Master Gardeners of Union County Constitution may be adopted by two-thirds vote of the members in attendance at a business meeting.

XIII. Constitution Review and Revision

  1. The constitution will be reviewed every five years. If revision is recommended, members will be notified by email 14 days prior to voting.
  2. The President will appoint the Constitution Committee.
  3. Revision to the Master Gardeners of Union County Constitution may be adopted by two-thirds vote of the members in attendance at a business meeting.

XIV. Dissolution of the Master Gardeners of Union County

  1. In the event the MGUC terminates the organization, the funds in the treasury will be donated to the Union County Extension Office.