Revised & Effective August 2016
ARTICLE I – NAME AND LOCATION
The name of this organization shall be the Flamingo Gardens Orchid Society, located in Broward County, State of Florida.
ARTICLE II – AFFILIATION
Flamingo Gardens Orchid Society is affiliated with The American Orchid Society.
ARTICLE Ill – OBJECTIVES
The objectives of this organization shall be:
ARTICLE IV – MEMBERSHIP
Membership is open to all and shall consist of persons who are registered and current in their financial obligations to the Society and whose goals are to promote the objectives set forth within these Bylaws. Membership cannot be transferred to another person. Any person interested in the cultivation of orchids shall be eligible for membership, regardless of race, creed, color, sex, residence, age, handicap or national origin.
Section 1: Membership Year
The membership year is September 1st through August 31st. Annual dues are set by the current Board.
If a person joins in May, June, or July their membership runs through August 31st of the following year.
Section 2: New Members
A person becomes a Society member by submitting an application for membership and the payment of annual dues.
Section 3: Renewals
Renewal memberships are due September 1st of each year.
Section 4: Late Renewals
Renewal membership must be paid by October 31st or a member will be considered dropped from the Membership list.
Section 5: Revoking Membership
Upon cause and by vote of the majority of a quorum of the Board of Directors, a membership may be canceled after a proper investigation and hearing.
ARTICLE V – BOARD OF DIRECTORS
Section 1: Structure
The Board of Directors shall consist of President, 1st Vice President, 2nd Vice President, Treasurer, Recording Secretary, Corresponding Secretary, Immediate Past President and four Trustees.
Section 2: Trustees
There shall be five Trustees: Four are elected for a two-year term and one is the immediate Past President serving for one year. Two Trustees are elected at the annual Board election, while the other two are serving the second year of their term, overlapping, calling for only two Trustees to be elected each year. All other members of the Board of Directors shall serve for one year in the position.
Section 3: Purpose
The Board of Directors shall manage the affairs and business of the Society.
Section 4: Natural Progression
No natural progression is mandated however, the nominating committee should first consider the 1st Vice President moving to President and the 2nd Vice President moving to 1st Vice President when preparing the slate of nominations for the upcoming election.
Section 5: Vacancies and Removal
A member of the Board of Directors who is unable to perform the responsibilities of the position held by either reason of illness or any other cause, or who have three unexcused absences from the Board of Directors meetings may, by majority vote of the remaining Board members, be removed from office. All vacancies on the Board of Directors shall be filled by a majority vote of the Board of Directors.
Section 6: Quorum
At least seven members of the Board of Directors must be present at any Board of Directors meeting in order to transact any business. A majority vote, either verbally or electronically, shall be required to pass any motion.
ARTICLE VI – MEETINGS
Section 1: General Membership Meetings
When practicable, monthly meetings of the Society will be held. The Board of Directors will determine the time and place of the meetings, and give adequate notice to the members. A quorum shall consist of 20% plus one of all members. For any vote to carry, 50% plus one of all votes cast must be for the action.
Section 2: Board of Directors Meetings
Board members will determine the time and place of Board of Directors meetings. Rotating meeting places to be determined among the Board of Directors.
Section 3: Conduction of Business
All meetings shall be conducted according to Robert’s Rules of Order.
ARTICLE VII – DUTIES OF OFFICERS
Section 1: President
The President shall preside over all meetings of the Society and shall have general supervision of all affairs of the Society. The President shall open all meetings, and shall keep the general membership informed of the affairs of the Society. The President shall appoint all committee chairpersons and they should report directly to the President.
Section 2: 1st Vice President
The 1st Vice President shall assume the duties of the President in his/her absence. The 1st Vice President will serve as Program and Plant Raffle Table Committee Chairperson.
Section 3: 2nd Vice President
The 2nd Vice President shall assume the duties of the President in the absence of the President and 1st Vice President. The 2nd Vice President will serve as the Membership Committee Chairperson.
Section 4: Recording Secretary
The Recording Secretary will keep a true record of all meetings of the Society and Board of Directors meetings. All Society minutes, books, and Bylaws will be available to all members at each General Meeting and at other times by request. The Recording Secretary shall assume the duties of the President in the absence of the President, and 1st and 2nd Vice Presidents.
Section 5: Corresponding Secretary
The Corresponding Secretary will be in charge of all correspondence of the Society and keep copies of all incoming and outgoing correspondence . The Corresponding Secretary will give notice of all meetings and give notice to each person of their election to office in this Society. The Corresponding Secretary shall assume the duties of the President in the absence of the President, 1st and 2nd Vice Presidents, and Recording Secretary.
Section 5: Treasurer
The Treasurer will keep a true and accurate record of all receipts and disbursements of the Society. The Treasurer will receive all monies belonging to the Society and deposit funds in the name of the Society in such bank as approved by the Board of Directors. The Treasurer will pay all monthly obligations of the Society not in excess of $150.00 without the approval of the Board of Directors. The Treasurer will be in charge of a petty cash fund of $100 to make change at the Plant Sale and Plant Raffle tables. The Treasurer should submit a statement of position of the Society at each Board of Directors meeting. The Treasurer should appoint a committee to oversee the collection of monies from the Plant Sales and Plant Raffle table.
ARTICLE VIII – COMMITTEES AND DUTIES
There shall be nine standing Committees as follows: Membership, Program and Plant Table, Newsletter, Show Entry and Exhibit, Social, Publicity, Sunshine, Plant Sales, and Judging. When needed, the President may appoint other committee chairpersons. Committee chairpersons should attend Board of Directors Meetings but will not have a vote unless they are a Board member.
Section 1: Membership
The 2nd Vice President will be Chairperson of this Committee. The committee will receive applications, turn over the collected fees to the Treasurer, and issue a membership packet, including member badge, to each new member at the meeting following their submitted application. The Chairperson will keep a complete and accurate membership file of all Society members. A copy of the membership list should be given to the Recording Secretary to be placed in the minute book, to the Corresponding Secretary, and to the Nominating Committee.
Section 2: Program and Plant Raffle Table Committee
The 1st Vice President will serve as Chairperson of the Committee. The 1st Vice President will plan the monthly general meetings. Whenever possible, plants for the Plant Raffle table should be purchased from the guest speaker. The committee members shall be responsible for Plant Sales and Plant Raffles. All monies are to be turned over to the Treasurer.
Section 3: Newsletter Committee
The Chairperson (Editor) will be responsible for the publication of the monthly newsletter.
Section 4: Show Entry and Exhibit Committee
The Chairperson of this Committee will present to the Board of Directors an estimated cost of anticipated expenses. Upon Board approval the Chairperson should appoint members to help him/her in securing plants and other necessary supplies, setting up an exhibit, and tearing down the exhibit. Within 30 days after the show or exhibit, the Chairperson will submit a report of actual expenses and receipts and turn over any monies to the Treasurer. A copy of the Committee report will be placed in the Society’s minute book.
Section 5: Social Committee
The Social Committee will obtain hosts and hostesses to take charge of refreshments and the guest book and see that the meeting place is put back in order after each meeting.
Section 6: Publicity Committee
This Committee will see that the activities and meetings of the Society are publicized in all available news media. The Committee will make posters when needed.
Section 7: Sunshine Committee
The Sunshine Committee will send cards or flowers to the sick or grieving members. In lieu of flowers to the grieving member, a donation may be made to the American Orchid Society in the name of the deceased.
Section 8: Plant Sales Committee
The Treasurer will serve as Chairperson of this Committee. Any member may bring up to five orchid plants to sell. For any plant sold the Society will receive $1.00 or 10 %, whichever is greater. The Treasurer will appoint a person to collect monies and keep proper records of all sales. The Treasurer will disburse monies at the end of each meeting to individuals whose plants are sold.
Section 9: Judging Committee
Plants brought in for judging at meetings will be judged by the members of the organization. A committee will award ribbons in various categories.
ARTICLE IX – NOMINATIONS AND ELECTIONS
Section 1: Nominating Committee
A Nominating Committee consisting of three members. The committee will be announced to the membership at the July meeting. The committee will nominate, based on agreement to serve and in accordance with these Bylaws (Article V), a President, 1st Vice President, 2nd Vice President, Recording Secretary, Corresponding Secretary, Treasurer and two Trustees to serve a two-year term.
Section 2: Presenting the Slate
The Nominating Committee nominations will be presented to the Board of Directors at the July Board meeting preceding the August general meeting. Then the nominations are presented to the general membership at the August meeting, provided the nominee has consented to his/her name being placed prior to the nomination.
Nominations may be made from the floor at the August meeting, provided the nominee has consented to his/her name being placed prior to nomination.
Section 3: Elections
Election will be by oral or written ballot, cast in person by 50% plus one of the members present and voting, or by acclamation if so moved and carried at, the September meeting. No person will be voted on for any office unless previously nominated.
Section 4: Length of Terms
All positions on the Board of Directors are for a one-year term with the exception of the two-year term for two Trustees. However, all Board members may succeed themselves for additional terms.
ARTICLE X – AMENDMENTS
These Bylaws may be changed or amended at any time provided such changes or amendments are presented in writing to the Board of Directors at least one Board meeting in advance of the general meeting at which they are to be voted upon.