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Bylaws

Purpose/Mission
The Association of Education and Research Greenhouse Curators, herein known as AERGC, is for the exchange of ideas and information through organized channels with regard to the operation of institutional greenhouse/controlled environment facilities involved in growing plant materials for education, research, and/or public outreach.


Membership

Membership consists primarily, but is not limited to, current and former college and university staff. Interested individuals from other types of institutions e.g. botanical gardens, research and development firms, and industry representatives, are welcome as members. Annual dues are required to gain membership and to insure good standing.


Dues

Membership dues are collected to meet the routine expenses of communicating AERGC business. There will be no intention of realizing a profit from member dues. Adjustment of dues can be suggested by any member but must be accepted by a simple majority vote of members in good standing. Access to AERGC funds will be through an elected officer and their respective institution.


Officers

The officers shall consist of a Chairperson, Vice-Chairperson, Secretary and a Treasurer. Nominations and elections will be held prior to the annual meeting with terms commencing at the annual meeting. The term of office will be for two years with no restriction for re-election. In the event that an officer is unable to serve out his or her term, a member currently serving on any of the committees will be appointed by the remaining officers to fill the position for the rest of the term.

Duties of the Elected Officers are as follows:

Chairperson
Communicate with membership as needed
Professionally represent the AERGC as needed

Vice-Chairperson Chairperson Elect
Chair of the Election and Rules Committee
Chair of the Development/Special Projects Committee
Additional duties as requested by Chairperson

Secretary
Record and distribute meeting information
Chair of the Communications Committee

Treasurer
Maintain AERGC account
Provide annual financial report to membership
Pay authorized expenses as needed
Chair of the Membership Committee
Chair of the Finance Committee


Voting

Each member in good standing will be allowed one vote. Adoption of by-laws, amendments, and elections shall be decided by a simple majority of those members in good standing who cast ballots. Ballots for any vote taken throughout the year must be received by the Election and Rules committee one week prior to the annual meeting. Results will then be announced at the annual meeting and subsequently via other print media. The Elections and Rules Committee will distribute, collect, and tabulate ballots and announce results of all votes.

Committees
The following standing committees with listed members exist to perpetuate the AERGC mission. Committees will generally conduct business electronically or at the annual meeting. Elected committee members who are not AERGC officers serve two-year terms with no term limitations. In the event that a committee member is unable to serve out his or her term, the Chairperson will appoint an AERGC member in good standing to fill the position for the rest of the term. All committee business including topics for discussion and procedure are open. Any AERGC member is encouraged to provide input to committees.

Meeting Committee: Two members are elected to serve, one of which is a past annual meeting host. Upon selection of site, the next meeting host automatically becomes a third member if they are not an electee. Members report and communicate directly to the Chairperson.

Responsibilities:
• Assist Meeting Host in Annual Meeting planning
• Work with Finance Committee and host to develop budget and solicit sponsorship for both the meeting and the travel grant (work with Special Projects Committee on travel grant).
• Assist in web site maintenance and updates of meeting information
• Prepare documents, forms and information for Annual Meeting for publication in newsletter
• Prepare signage for Annual Meeting, including posters recognizing sponsors
• Prepare registration packets for Annual Meeting
• Assist with on-site registration

Communications Committee: Members are Secretary who serves as committee chair and three other elected members. Members report to the Secretary.

Responsibilities:
• Assist Secretary in quarterly newsletter production by soliciting, writing, or editing at least one article for each issue
• Prepare information/photos/PDF files and related content for the AERGC web site
• Assist in web site maintenance and updates
• Assist Secretary in correspondence. (e.g. acknowledgements to meeting sponsors, speakers, and vendors)
• Assist Meeting Committee in preparing documents, forms and information for Annual Meeting
• Work with other committees as needed for the production of brochures and other communications

Membership Committee: Two members are elected to serve. The Treasurer serves as a third member and committee chair. Members report to the Treasurer.

Responsibilities:
• Prepare and disseminate materials for member recruitment and retention
• Manage mailing list (coordinate with Treasurer)
• Develop list of potential members
• Develop recruitment plan
• Produce annual membership directory

Election and Rules: One member is elected to serve. The Vice-Chairperson serves as the second member.

Responsibilities:
• Assist in preparing/mailing ballots for elections and issues.
• Prepare bylaw amendments as required.
• Prepare articles for newsletter on elections and bylaw issues.
• Receive and tabulate ballots and report results.

Finance Committee: Two members are elected to serve. The Treasurer serves as the third member and committee chair.

Responsibilities:
• Work with Meeting Committee and Annual Meeting Host to develop budget and solicit sponsorship for both the meeting and the travel grant (work with Special Projects Committee on travel grant).
• Assist Treasurer in collecting/updating Membership dues
• Assist Special Projects Committee in establishing a foundation for AERGC
• Assist Treasurer as needed.

Development/Special Projects: Two members are elected to serve. The Vice-Chairperson serves as the third member and committee chair.

Responsibilities:
• Coordinate with Finance Committee for solicitation of sponsorship for travel grants.
• Prepare application form /select deadline for travel grant for publication in newsletter and web site.
• Receive applications and select recipients.
• Coordinate with Treasurer to send payment to recipients.
• Work with Finance Committee to establish and AERGC Foundation.
• Prepare information/ donation forms for the Foundation.
• Develop ad campaign to announce Foundation and solicit support.
• Address other projects as directed by membership.

revised 5/06