Buxton Branch
American Begonia Society
Constitution and Bylaws
(Amended April 3, 1999, April 6, 2013, April 3, 2021)
American Begonia Society
Constitution and Bylaws
(Amended April 3, 1999, April 6, 2013, April 3, 2021)
ARTICLE I
NAME
The name of the organization shall be the Buxton Branch of the American Begonia Society.
The name of the organization shall be the Buxton Branch of the American Begonia Society.
ARTICLE II
MISSION
The mission of the Branch is to provide a welcoming environment to stimulate interest in begonias, share knowledge, and promote begonia culture, propagation and conservation.
The mission of the Branch is to provide a welcoming environment to stimulate interest in begonias, share knowledge, and promote begonia culture, propagation and conservation.
ARTICLE III
MEMBERSHIP
Section 1. All members must also be members of the American Begonia Society (ABS).
Section 2. Applicants for membership shall accompany their application with Branch dues.
Section 3. Membership types shall be:
a. Regular members.
b. Dual members – combined membership for two (2) persons at the same address.
c. Honorary Members – recommended by two-thirds vote of the Executive Board and elected at the Annual Meeting by two-thirds vote of the members present.
Section 4. Branch dues for the upcoming year are payable by the end of December. These entitle a member to voting privileges, participation in Branch activities, and receipt of The Buxtonian (Branch newsletter). Dues shall be established by vote of the membership upon recommendation of the Executive Board. Any changes in dues shall become effective at the next Annual Meeting following the vote.
Section 5. No member may commit or obligate the Branch without the express consent of the Executive Board or membership.
Section 6. Members are expected to honor the mission of the Branch and conduct themselves in a respectful, civilized manner in behavior and in all verbal, written and electronic communications.
Section 7. Lists of members and member contact information, including email addresses, will not be made available to any outside individual, organization or group.
Section 1. All members must also be members of the American Begonia Society (ABS).
Section 2. Applicants for membership shall accompany their application with Branch dues.
Section 3. Membership types shall be:
a. Regular members.
b. Dual members – combined membership for two (2) persons at the same address.
c. Honorary Members – recommended by two-thirds vote of the Executive Board and elected at the Annual Meeting by two-thirds vote of the members present.
Section 4. Branch dues for the upcoming year are payable by the end of December. These entitle a member to voting privileges, participation in Branch activities, and receipt of The Buxtonian (Branch newsletter). Dues shall be established by vote of the membership upon recommendation of the Executive Board. Any changes in dues shall become effective at the next Annual Meeting following the vote.
Section 5. No member may commit or obligate the Branch without the express consent of the Executive Board or membership.
Section 6. Members are expected to honor the mission of the Branch and conduct themselves in a respectful, civilized manner in behavior and in all verbal, written and electronic communications.
Section 7. Lists of members and member contact information, including email addresses, will not be made available to any outside individual, organization or group.
ARTICLE IV
OFFICERS
Section 1. The officers of this Branch shall be President, Vice President, Treasurer, Recording Secretary, Membership Secretary, and National Director. With the exception of National Director and Treasurer, all Officers and Chairperson positions may be “co-positions.”
Section 2. The President shall preside at all meetings, approve the payment of invoices or bills, and see that all business of the Branch is conducted according to its Bylaws. The President, with the approval of the Executive Board, shall appoint committee chairs. The President shall be an ex-officio member of all committees except the Nominating Committee.
Section 3. The Vice President shall serve as Program Chair, and in the absence of the President shall perform the duties of the President.
Section 4. The Treasurer receives all monies collected and has custody of Branch funds. The Treasurer has check drafting authority. In the absence of the Treasurer, an authorized signer may sign checks for necessary expenditures. The Treasurer shall submit a monthly statement to the Executive Board of all receipts, disbursements, and appropriations. The Treasurer shall make the financial records available to the Audit Committee when requested. The Treasurer is responsible for filing federal and state tax forms and associated paperwork necessary to the continued functioning of the Branch as a nonprofit.
Section 5. The Recording Secretary shall keep an accurate record of all meetings of the Branch and of its Executive Board and shall supply copies of same to all officers within two weeks after each meeting.
Section 6. The Membership Secretary shall receive membership dues, which shall be deposited with the Treasurer. The Secretary shall keep an accurate and current record of names and contact information of members and shall transmit same promptly to the editor of The Buxtonian. The Membership Secretary shall send new members the Buxton Welcome Packet and introduce new members at meetings. The Secretary shall notify all members that dues are due and payable by the end of December.
Section 7. The representative to the National Board of Directors (National Director) shall serve on the Board of ABS as a liaison between the Branch and ABS. The representative will present local concerns, submit an annual report of local activities, and advise ABS of any changes needed in the ABS Branch Directory.
The representative must designate a proxy if unable to attend an ABS Board meeting.
Section 1. The officers of this Branch shall be President, Vice President, Treasurer, Recording Secretary, Membership Secretary, and National Director. With the exception of National Director and Treasurer, all Officers and Chairperson positions may be “co-positions.”
Section 2. The President shall preside at all meetings, approve the payment of invoices or bills, and see that all business of the Branch is conducted according to its Bylaws. The President, with the approval of the Executive Board, shall appoint committee chairs. The President shall be an ex-officio member of all committees except the Nominating Committee.
Section 3. The Vice President shall serve as Program Chair, and in the absence of the President shall perform the duties of the President.
Section 4. The Treasurer receives all monies collected and has custody of Branch funds. The Treasurer has check drafting authority. In the absence of the Treasurer, an authorized signer may sign checks for necessary expenditures. The Treasurer shall submit a monthly statement to the Executive Board of all receipts, disbursements, and appropriations. The Treasurer shall make the financial records available to the Audit Committee when requested. The Treasurer is responsible for filing federal and state tax forms and associated paperwork necessary to the continued functioning of the Branch as a nonprofit.
Section 5. The Recording Secretary shall keep an accurate record of all meetings of the Branch and of its Executive Board and shall supply copies of same to all officers within two weeks after each meeting.
Section 6. The Membership Secretary shall receive membership dues, which shall be deposited with the Treasurer. The Secretary shall keep an accurate and current record of names and contact information of members and shall transmit same promptly to the editor of The Buxtonian. The Membership Secretary shall send new members the Buxton Welcome Packet and introduce new members at meetings. The Secretary shall notify all members that dues are due and payable by the end of December.
Section 7. The representative to the National Board of Directors (National Director) shall serve on the Board of ABS as a liaison between the Branch and ABS. The representative will present local concerns, submit an annual report of local activities, and advise ABS of any changes needed in the ABS Branch Directory.
The representative must designate a proxy if unable to attend an ABS Board meeting.
ARTICLE V
BRANCH MEETINGS
Section 1. The Annual Meeting of the Branch, for the purpose of presenting annual reports, election and installation of officers, and the transaction of any other business that may properly come before the meeting, shall be held in April of each year.
Section 2. Regular meetings of the Branch shall be held once each month from September to May inclusive. Dates will be specified in The Buxtonian and on the website. All members must be notified of any changes in dates. Additional meetings may be scheduled by vote of the Executive Board.
Section 3. Ten members present at any Branch meeting shall constitute a quorum for the transaction of business.
Section 4. The business meeting agenda will include approval of minutes, approval of the Treasurer’s report, the reports of other officers/committees, unfinished business, and new business.
Section 5. Any nonmember may attend a meeting. Members may bring guests or prospective members to any meeting.
Section 1. The Annual Meeting of the Branch, for the purpose of presenting annual reports, election and installation of officers, and the transaction of any other business that may properly come before the meeting, shall be held in April of each year.
Section 2. Regular meetings of the Branch shall be held once each month from September to May inclusive. Dates will be specified in The Buxtonian and on the website. All members must be notified of any changes in dates. Additional meetings may be scheduled by vote of the Executive Board.
Section 3. Ten members present at any Branch meeting shall constitute a quorum for the transaction of business.
Section 4. The business meeting agenda will include approval of minutes, approval of the Treasurer’s report, the reports of other officers/committees, unfinished business, and new business.
Section 5. Any nonmember may attend a meeting. Members may bring guests or prospective members to any meeting.
ARTICLE VI
EXECUTIVE BOARD
Section 1. The Executive Board shall consist of the elected officers of the Branch, Editor of The Buxtonian, and the Chairs of the standing committees. The immediate past-President shall be a member ex-officio of the Board.
Section 2. The Executive Board shall conduct business of the Branch and control its affairs between meetings of the Branch.
a. It shall have the power to create or dissolve any special committee by two-thirds vote of members present.
b. It shall fill any vacancy in an elective office, except that of the President, for the unexpired term.
c. It shall present an annual budget to be approved by the members at the April meeting.
d. Any non-budgeted expenditure in excess of $300.00 proposed by the Executive Board during the year must be approved by vote of the Branch members at a regular or special meeting.
Section 3. Meetings of the Executive Board
a. Regular monthly meetings shall be held from September to May and may be conducted in person, via email, videoconference, or conference call.
b. Special meetings may be called by the President or by three members of the Board by written request which shall include a statement of the business to be considered.
Section 4. Five members shall constitute a quorum of the Executive Board.
Section 1. The Executive Board shall consist of the elected officers of the Branch, Editor of The Buxtonian, and the Chairs of the standing committees. The immediate past-President shall be a member ex-officio of the Board.
Section 2. The Executive Board shall conduct business of the Branch and control its affairs between meetings of the Branch.
a. It shall have the power to create or dissolve any special committee by two-thirds vote of members present.
b. It shall fill any vacancy in an elective office, except that of the President, for the unexpired term.
c. It shall present an annual budget to be approved by the members at the April meeting.
d. Any non-budgeted expenditure in excess of $300.00 proposed by the Executive Board during the year must be approved by vote of the Branch members at a regular or special meeting.
Section 3. Meetings of the Executive Board
a. Regular monthly meetings shall be held from September to May and may be conducted in person, via email, videoconference, or conference call.
b. Special meetings may be called by the President or by three members of the Board by written request which shall include a statement of the business to be considered.
Section 4. Five members shall constitute a quorum of the Executive Board.
ARTICLE VII
COMMITTEES
Section 1. Standing Committees shall be: Program, Communications, Budget and Finance, Annual Show and Sale, Species Conservation, and Plant Sales and Propagation.
a. Program Chaired by the Vice President, the Program Committee will develop the calendar of monthly meeting programs. Responsibilities include choosing program topics, identifying and contacting potential speakers, scheduling programs, submitting recommendations to the Budget and Finance Committee for speaker fees and travel costs or other program expenses, and coordinating necessary program logistics for each meeting. The Program Committee will also arrange for Plant of the Month presenters and solicit topics for the Ask the Expert portion of each meeting.
b. Communications The Communications Committee shall assist in gathering content for use in The Buxtonian, on Buxton’s website and on social media platforms. The Committee shall post social media and organize the Buxton new member Welcome Packet. The Committee shall also compile and maintain Buxton’s digital library of photos, historical Branch mementos and other materials. The Buxtonian editor will be a member of the Communications Committee and publish the newsletter monthly, except for the July and August issues which may be combined. Each issue of The Buxtonian shall include notice of the next meeting.
c. Budget and Finance The Budget and Finance Committee, of which the Treasurer is a member, will prepare a summary of the yearly income and expenses to present to the membership at the Annual Meeting. The Budget and Finance Committee shall consider past and projected income and expenses, the available balance, and input from standing committees to propose an annual budget for the coming fiscal year that supports the Branch mission. The proposed budget will be presented to the Executive Board for their review prior to publication in the March issue of The Buxtonian. A vote for approval of the budget by the membership will be taken at the Annual Meeting.
d. Annual Show and Sale The Annual Show and Sale Chair shall form committees for the purpose of running a plant show and sale. These committees and associated sub-committees will cover staffing, educational programs, set up and break down, inspection, classification, entries, staging, judging, clerking, plant sales, hospitality, awards and ribbons.
e. Species Conservation The Species Conservation Committee will collaborate to grow, propagate, and share species begonias. The committee will also provide educational information about conservation and those species with a vulnerable conservation status.
f. Plant Sales and Propagation The Plant Sales and Propagation Chair shall conduct plant sales at Branch meetings and encourage the propagation of plants by members for sales, shows and conservation.
Section 2. Each Standing Committee chair shall:
a. Be approved for one year and may be reappointed.
b. Submit in writing a condensed report of the committee’s activities at the Annual Meeting.
c. Make ongoing efforts to recruit and encourage Branch member participation in the committee.
d. Upon retiring, prepare and deliver to successor a written record of duties and helpful suggestions within one month after the Annual Meeting.
Section 3. Members of the Branch may join any Standing Committee by notifying its Chair of this intention.
Section 4. Special Committees appointed to perform a specific task shall be Auditing, Community Outreach, Nominating, Hospitality, and Librarian.
a. Auditing The Auditing Committee shall consist of three Branch members and, whenever possible, the three shall not currently be members of the Executive Board. The committee shall conduct an audit of the financial records of the Branch prior to the Annual Meeting. The Chair, elected by members of the committee, shall submit a written report to the President for presentation to the membership at the Annual Meeting.
b. Community Outreach The Chair shall form a committee to identify and implement opportunities to educate the general public about begonias. The proposed outreach opportunities and budget shall be approved by the Executive Board.
c. Nominating The Nominating Committee shall consist of three members appointed by the President. The Chair, elected by the members of the Committee, shall present at the February meeting and again at the Annual Meeting, the names of the candidates for the offices to be filled.
d. Hospitality The Hospitality Chair shall arrange for refreshments at Branch meetings.
e. Librarian The Librarian shall maintain the Library of the Branch. This shall include keeping an accurate inventory list of library materials, executing all loan transactions of library materials, maintaining accurate records of all loans, returns and additions to the Library, and suggesting to the membership additional materials desirable for the library.
Section 5. The President, with the approval of the Executive Board, may create such additional committees, with duties prescribed by the Executive Board, as may be deemed necessary for the proper functioning and growth of the Branch.
Section 1. Standing Committees shall be: Program, Communications, Budget and Finance, Annual Show and Sale, Species Conservation, and Plant Sales and Propagation.
a. Program Chaired by the Vice President, the Program Committee will develop the calendar of monthly meeting programs. Responsibilities include choosing program topics, identifying and contacting potential speakers, scheduling programs, submitting recommendations to the Budget and Finance Committee for speaker fees and travel costs or other program expenses, and coordinating necessary program logistics for each meeting. The Program Committee will also arrange for Plant of the Month presenters and solicit topics for the Ask the Expert portion of each meeting.
b. Communications The Communications Committee shall assist in gathering content for use in The Buxtonian, on Buxton’s website and on social media platforms. The Committee shall post social media and organize the Buxton new member Welcome Packet. The Committee shall also compile and maintain Buxton’s digital library of photos, historical Branch mementos and other materials. The Buxtonian editor will be a member of the Communications Committee and publish the newsletter monthly, except for the July and August issues which may be combined. Each issue of The Buxtonian shall include notice of the next meeting.
c. Budget and Finance The Budget and Finance Committee, of which the Treasurer is a member, will prepare a summary of the yearly income and expenses to present to the membership at the Annual Meeting. The Budget and Finance Committee shall consider past and projected income and expenses, the available balance, and input from standing committees to propose an annual budget for the coming fiscal year that supports the Branch mission. The proposed budget will be presented to the Executive Board for their review prior to publication in the March issue of The Buxtonian. A vote for approval of the budget by the membership will be taken at the Annual Meeting.
d. Annual Show and Sale The Annual Show and Sale Chair shall form committees for the purpose of running a plant show and sale. These committees and associated sub-committees will cover staffing, educational programs, set up and break down, inspection, classification, entries, staging, judging, clerking, plant sales, hospitality, awards and ribbons.
e. Species Conservation The Species Conservation Committee will collaborate to grow, propagate, and share species begonias. The committee will also provide educational information about conservation and those species with a vulnerable conservation status.
f. Plant Sales and Propagation The Plant Sales and Propagation Chair shall conduct plant sales at Branch meetings and encourage the propagation of plants by members for sales, shows and conservation.
Section 2. Each Standing Committee chair shall:
a. Be approved for one year and may be reappointed.
b. Submit in writing a condensed report of the committee’s activities at the Annual Meeting.
c. Make ongoing efforts to recruit and encourage Branch member participation in the committee.
d. Upon retiring, prepare and deliver to successor a written record of duties and helpful suggestions within one month after the Annual Meeting.
Section 3. Members of the Branch may join any Standing Committee by notifying its Chair of this intention.
Section 4. Special Committees appointed to perform a specific task shall be Auditing, Community Outreach, Nominating, Hospitality, and Librarian.
a. Auditing The Auditing Committee shall consist of three Branch members and, whenever possible, the three shall not currently be members of the Executive Board. The committee shall conduct an audit of the financial records of the Branch prior to the Annual Meeting. The Chair, elected by members of the committee, shall submit a written report to the President for presentation to the membership at the Annual Meeting.
b. Community Outreach The Chair shall form a committee to identify and implement opportunities to educate the general public about begonias. The proposed outreach opportunities and budget shall be approved by the Executive Board.
c. Nominating The Nominating Committee shall consist of three members appointed by the President. The Chair, elected by the members of the Committee, shall present at the February meeting and again at the Annual Meeting, the names of the candidates for the offices to be filled.
d. Hospitality The Hospitality Chair shall arrange for refreshments at Branch meetings.
e. Librarian The Librarian shall maintain the Library of the Branch. This shall include keeping an accurate inventory list of library materials, executing all loan transactions of library materials, maintaining accurate records of all loans, returns and additions to the Library, and suggesting to the membership additional materials desirable for the library.
Section 5. The President, with the approval of the Executive Board, may create such additional committees, with duties prescribed by the Executive Board, as may be deemed necessary for the proper functioning and growth of the Branch.
ARTICLE VIII
ELECTIONS
Section 1. The election of officers shall be by majority vote of members present at the Annual Meeting. In addition to the slate, nominations may be made from the floor. If there is a single slate ballot, the Recording Secretary shall cast one vote for the slate as nominated.
Section 2. Terms of Office:
a. The term of office shall be one year.
b. Newly elected officers will begin their term in May.
c. No elected officer may serve more than two consecutive one (1) year terms in the same office with the exception of the Treasurer and the National Director. An exception may be granted for a one-year extension for a third year, following a two-thirds vote of approval by members.
d. No member shall hold more than one office at any time with the exception of the National Director who may hold one other office.
Section 1. The election of officers shall be by majority vote of members present at the Annual Meeting. In addition to the slate, nominations may be made from the floor. If there is a single slate ballot, the Recording Secretary shall cast one vote for the slate as nominated.
Section 2. Terms of Office:
a. The term of office shall be one year.
b. Newly elected officers will begin their term in May.
c. No elected officer may serve more than two consecutive one (1) year terms in the same office with the exception of the Treasurer and the National Director. An exception may be granted for a one-year extension for a third year, following a two-thirds vote of approval by members.
d. No member shall hold more than one office at any time with the exception of the National Director who may hold one other office.
ARTICLE IX
NON-DISCRIMINATION POLICY
The Branch shall not permit, in their conduct of affairs, any restriction or limitation whatsoever based upon race, color, creed, gender, national origin, disability or employment status.
The Branch shall not permit, in their conduct of affairs, any restriction or limitation whatsoever based upon race, color, creed, gender, national origin, disability or employment status.
ARTICLE X
PARLIAMENTARY AUTHORITY
The principles of procedure as set forth in Robert’s Rules of Order, as from time to time revised, will govern the proceedings of the organization, subject to the special rules which have been or may be adopted in the Bylaws.
The principles of procedure as set forth in Robert’s Rules of Order, as from time to time revised, will govern the proceedings of the organization, subject to the special rules which have been or may be adopted in the Bylaws.
ARTICLE XI
AMENDMENTS
These Bylaws may be amended by a two-thirds vote of the members present at any Annual Meeting, provided that written notice of the proposed amendment has been sent to each member at least one month in advance of the meeting.
Any member of the Branch may present a proposed amendment to these Bylaws, in writing, to the President. The President then shall give notice that the proposed amendment will be voted upon at the next general meeting following publication of the proposed amendment in The Buxtonian.
The Executive Board will review the Bylaws at least every three years as a matter of regular business.
These Bylaws may be amended by a two-thirds vote of the members present at any Annual Meeting, provided that written notice of the proposed amendment has been sent to each member at least one month in advance of the meeting.
Any member of the Branch may present a proposed amendment to these Bylaws, in writing, to the President. The President then shall give notice that the proposed amendment will be voted upon at the next general meeting following publication of the proposed amendment in The Buxtonian.
The Executive Board will review the Bylaws at least every three years as a matter of regular business.