By-Laws of the American Rhododendron Society
With Proposed Amendments
Article I - OBJECTS
Section A. The objects of this Society are to encourage interest in, and knowledge of, the genus Rhododendron, including Azaleas, and to provide a medium through which persons who are interested in this genus may communicate and cooperate with others of like interests through educational and scientific studies, meetings, publications, and other activities.
Article II - CHAPTER ORGANIZATION
Section A. Local chapters are encouraged to organize within the American Rhododendron Society so that as many members as possible may be able to enjoy meeting with others who have similar interests. (because the Society membership covers a large part of the United States and it is obviously impossible to choose meeting places so that a large portion of the membership can attend.) Local chapters, by having their own programs and educational exhibits, (shows), tend to (should) arouse more interest in Rhododendrons, further the aims of the Society, and increase its membership.
Section B. The duties of the national organization shall be to issue the Bulletin to all members, issue special publications from time to time, conduct scientific and educational activities, (hold national Rhododendron Shows,) supervise Test Gardens, register new varieties, make Special Awards to outstanding new varieties, maintain a variety check list, correlate the activities of the various chapters of the Society, and carry on the activities usually associated with a national plant society.
Section C. A group of twelve or more people, members or non-members of the American Rhododendron Society, may become an official American Rhododendron Society chapter, by request to the Secretary of the American Rhododendron Society and approval of the Governing Body. The request should be accompanied by part of the dues of each member, as hereafter designated.
Section D. It is suggested that chapters designate themselves as The.................... Chapter of the American Rhododendron Society. Where an already organized club or society wants to become a chapter of the American Rhododendron Society, it may retain its name, if it prefers, and be known officially as "The................. Garden Club, a Chapter of the American Rhododendron Society."
Section E. Chapter privileges may be withdrawn by vote of American Rhododendron Society Directors if membership falls below eight, or if the Chapter fails to observe American Rhododendron Society rules and regulations.
Section F. Members of the chapter shall elect their own officers, consisting of President, Vice-President, Secretary and Treasurer (or Secretary-Treasurer). All elections shall be promptly reported to the Secretary of the American Rhododendron Society.
Section G. Duties of the chapter officers shall be those usually associated with the office.
Section H. The President of each local chapter shall be, ex officio, a (regional) Director of the American Rhododendron Society.
Section I. All members of an American Rhododendron Society chapter have full membership in the American Rhododendron Society, and are entitled to all the privileges pertaining thereto.
Section J. Local chapters are authorized to adopt their own by-laws, not inconsistent with those of the Society.
Section K. Each chapter is encouraged to have its own programs and educational exhibits. (Shows, which may be accredited by the American Rhododendron Society. Upon request, official judges may be provided or certified to serve in a chapter Show in order that American Rhododendron Society Awards may be given if any seedlings should qualify. The American Rhododendron Society will only give approval to Rhododendron Shows which are sponsored by a local chapter or by non-profit organizations.)
Section L. Publications and reports of meetings by chapters should be sent to the Secretary of the American Rhododendron Society.
Section M. No Chapter or Affiliated Society, or any officer or member thereof except with approval of the Governing Body shall have power to act for the Parent Society in any official manner, financially or otherwise. Local chapters shall hold harmless the American Rhododendron Society from any liability in connection with activities or functions of the chapters. No Chapter or affiliated Society shall have any proprietary interest in the name "American Rhododendron Society" or any combination of such words with other words, its right to such name being only to the use thereof at the pleasure of the Parent Society.
Section N. Any Chapter of the American Rhododendron Society that wishes to become a member of the Royal Horticultural Society of London, England, or any other gardening group, may do so but no awards of these groups are to be used at any (of the accredited) A.R.S. Chapter Shows.
Section O. Meetings of the members of local chapters shall be held not less than four times annually, the time and place to be decided by the local officers.
Article (II) III-MEMBERSHIP
Section A. Membership in this Society shall be open to all persons interested in the growth and culture of Rhododendrons, including (or) Azaleas.
Section B. Membership may be conferred in two ways: (1) Upon written application to the Secretary, (and) accompanied by remittance for dues as hereinafter provided, or (2) as a member of a chapter as outlined under Article (1) 11, Section C.
Section C. All paid up members of the American Rhododendron Society chapters are automatically members of the American Rhododendron Society. Section D. Classes of membership shall be as follows:
1. Regular members. This class shall consist of all members other than Life members, Honorary members, and Sustaining members.
2. Life members. Life membership may be acquired by making application and payment of life membership dues as hereinafter provided.
3. Honorary members. The Honorary membership shall consist of those persons who shall be elected to Honorary membership by unanimous vote of the Governing Body.
4. Sustaining Members. This class shall consist of all members who, because of special interest in the Society and its objectives, wish to provide support greater than the regular dues. (other than Regular members, Life members and Honorary Members.)
Section E. All members of this organization shall be entitled to receive the Quarterly Bulletin, (publications issued by this organization (with the exception of cloth bound books for which a charge will be made)), to vote at all meetings of the membership, and to participate in exhibitions.
Article (III) IV-DUES
Section A. Dues for regular members shall be established by the Governing Body and are ($5.00 per year,) payable January 1st. If dues are unpaid by April 1st., the Membership lapses.
Section (A-1) B. Dues for sustaining members shall be $15.00 per year payable January 1st.
Section (B) C. The dues of chapter members shall be collected by the chapter Secretary. Each chapter Secretary shall collect the annual dues (of $5.00) from each member and shall retain $1.50, or other amount, no less than $1.50, as set by the Governing Body (of this amount) for local use. This ($1.50) retain from each member shall be used to pay for local expenses such as postage, notices, etc., and any other use which may be desired by the local chapter. ($3.50) The remainder of the dues from each member shall be remitted to the Secretary of the American Rhododendron Society to pay for the Bulletin and the general expenses of the Society.
Section (B-1) D. The dues of sustaining members shall be collected by the Chapter Secretary. Each Chapter Secretary shall collect annual dues of $15.00 from each sustaining member and shall retain $5.00 of this amount for the local Chapter use, and remit the balance (This $5.00 from each sustaining member shall be used to pay for local expense such as postage, notices, etc., and any other use which may be desired by the local Chapter. The $10.00 from this type of membership shall be remitted) to the Secretary of the American Rhododendron Society. (to pay for the Bulletin and the general expenses of the Society.)
Section (C) E. Life Members. Life membership dues shall be $100.00, of which 30% shall go to (a) the local chapter if the member wishes chapter affiliation.
Section (D) F. Honorary Members. No dues shall be required or imposed upon Honorary Members.
Section (E) G. No person shall be entitled to any of the rights and privileges of membership until his dues shall have been paid for the current year.
Article (IV) V-GOVERNING BODY
Section A. The Governing Body, sometimes referred to as the "Board", shall consist of the (three) officers hereinafter provided for, together with twelve additional elective members to be known as Directors and those Directors who serve by virtue of their office as (consist of the) Presidents of the various local chapters.
Section B. The term of office for members of the Governing Body shall be two years, except that those who are (the Regional) Directors ex officio as chapter Presidents may be elected for one or more years, depending on the will of the local chapter.
Section C. The Governing Body shall be vested with the authority to carry on the business of the organization and the management of its affairs, and shall meet at least twice each year.
Article (V) VI-OFFICERS
Section A. The officers of this organization shall consist of a President, a Vice-President, a Secretary and a Treasurer or (and) a Secretary-Treasurer. Section B. The President shall preside at all meetings of the membership and of the Governing Body and shall perform the recognized functions of his office.
Section C. The Vice-President shall preside in the absence of the President, and shall perform the recognized functions of his office. He shall become President immediately if the office of President becomes vacant by death, resignation, or other reason.
Section D. The Treasurer, or Secretary-Treasurer, shall be responsible for funds of this organization (and must be bonded to the extent of $5,000.00, minimum, said bond to be paid for by the Society) unless responsibility for the funds, at the discretion of the Board, is vested in another officer responsible for fiscal duties. An audit of the books must be made by a certified public accountant previous to the annual meeting, at which time the financial report shall be made to the membership. (He or she) The Secretary and Treasurer (or Secretary-Treasurer) shall (record the action taken at the meetings of the Society and of the Governing Body, shall collect membership dues, and shall) perform the (recognized) functions of the offices as determined by the Governing Body. (Headquarters of the Society shall be in Portland, Oregon.)
Section E. The Governing Body may hire an Executive Vice President, and/or other employees, to handle the administrative and business details of the Society. The Executive Vice President shall be, ex officio, a member of the Governing Body. He may serve as Editor of the Society's publications and handle such details, usually associated with the office of Secretary and Treasurer, as the Governing Body may designate.
Section (E) F. Each officer shall, upon the expiration of his term, or the termination of his duties for any other reason, deliver to his successor the records of the office.
Section (F.) G. Should the office of a director, vice-president, secretary or treasurer, or secretary-treasurer become vacant by reason of death, resignation or other wise, a majority of the remaining governing body shall, by majority vote, choose a successor who shall hold office for the unexpired term of the director or officer whose place he fills.
Section H. All officers and responsible employees shall be bonded, at the expense of the Society, in an amount set by the Board.
Article (VI) VII-MEETINGS
Section A. There shall be an annual meeting of the American Rhododendron Society usually during the month of May, the date and place to be decided by the Governing Body.
Section B. Special meetings may be called at any time by the Governing Body.
Section C. All members shall be notified in writing, or by publication in the Bulletin, of the time and place of all meetings of the membership not less than two weeks before such meeting.
Section D. (Fifteen) Fifty members shall constitute a quorum at any meeting of the membership.
Section E. (Other) Meetings of the Governing Body shall be held upon call of the President, or any (two) five members of the Governing Body, time and place to be determined by the President as most convenient for a majority of the Board.
Section F. (Six) Eleven members of the Governing Body shall constitute a quorum for the transaction of business.
Section G. All members of the Governing Body shall be notified in writing of the time and place of any meeting not less than ten days prior to such meeting.
Article (VII) VIII-ELECTIONS
Section A. The Quarterly Bulletin shall contain a notice of the election. Section B. By November 15th (February 15th) of each year, the President shall appoint a Nominating Committee to consist of a Chairman and three or more members. They shall report to the President, by December 15th, (by March 15th) the names of the nominees selected by the Committee. The names of the Nominating Committee, a list of the offices to be filled and the names of the nominees are to be printed in the January (April) Quarterly Bulletin. A brief history of the qualifications of the candidates is also to be printed in the January (April) Bulletin, or the April Bulletin in case there are additional nominees.
Section C. In order to provide rotation of responsibility on the Board, the nominating committee will, each year, omit from the list of nominees for Director the names of at least two of the outgoing Directors, including the two who have had the longest continuous service as members of the Governing Body. Any such person would, however, be eligible for nomination as President, Vice President, Secretary or Treasurer, and for nomination as Director after having been out of office for one year.
Section D. Members (are invited to) may suggest nominations to the Nominating Committee, and the names with qualifications of any paid up members, submitted for a particular office by any group of five paid up members, must be included in the ballot if in the hands of the Nominating Committee by March 15 (April 1st) when nominations are to be closed. Approximately April 1st. (15th) a ballot including nominations by this Committee, together with any nominations by a group (or groups) of the membership, of one or more members for each vacancy among the officers and upon the Governing Body, shall be printed and mailed by the Secretary to all paid members. A return postcard or envelope shall be used with instructions that it be mailed so the ballot will be postmarked not later than May 1st. (15th)
Section E. Ballots shall be counted by the Governing Body, or a ballot committee appointed by the President, and the candidates receiving the most votes certified as elected. In case of a tie vote the Governing Body shall decide. The newly elected officers shall take office (at the conclusion of the annual meeting) on July 1st.
Section (B) F. These By-Laws may be amended by a two-thirds vote of those present and voting at any regular or special meeting of the Society, provided that the proposed amendment shall have been printed in the Bulletin at least one month before the meeting. Amendments, if approved by the Governing Body, may be made by mail ballot, by a two-thirds vote of those voting, provided the proposed amendment shall have been printed in the Bulletin (before the ballots are sent out,) and that the ballots may not be counted until at least one month after publication, and after they were mailed out.
Article (VIII) IX-COMMITTEES
Section A. Standing committees shall be appointed by the newly elected President. There shall be standing committees, as follows:
(1. Exhibitions. This committee shall plan all Society exhibits, arrange Show schedules, and appoint the Manager for the Annual Show.)
(2) 1. Awards. This committee shall give general supervision to the awards program of the Society. Local awards committees which actually approve, in conformity with A.R.S. rules, Preliminary Awards, Awards of Excellence or Test Garden Certificates for qualified new varieties shall be appointed by the President of the A.R.S., on nomination by Chapter Presidents, to serve for one year. (It shall consist of members able to act as judges and located strategically in order to handle requests for judging for Awards as, for example, five members in the Seattle and Tacoma area, five in the Portland and Eugene area, and five in the East. It is suggested that nominations for this committee be solicited from local chapters.)
(3). 2. Registration. (This committee shall work with the Registrar if and when needed to resolve problems of nomenclature arising from the registration activities of the Society.) (The) A Registrar shall be appointed by the President, with the approval of the Governing Board. The Registrar shall serve as chairman of the Registration committee if one is appointed, maintain a check list of varieties, publish notice (issue certificates) of registration (to) of varieties meeting the requirements, and arrange for publication of descriptions and lists incident to this activity of the Society.
(4.) 3. Test Gardens. This committee shall encourage the development of Test and Display Gardens, for educational purposes, and exercise general supervision over them on behalf of the Society. Immediate supervision of Test and Display Gardens by local chapters is to be desired provided this is done in conformity with American Rhododendron Society regulations and that this committee is kept informed of important developments. Policy should (must) be uniform in all Test Gardens where plants are being grown for consideration for A.R.S. awards. (if the awards are to mean anything.)
(5) 4. Publications. (Editorial) This committee, under chairmanship of the A.R.S. Editor, shall perform the usual functions of a publications (an editorial) committee.
(6.) Publicity. This committee shall have charge of publicity for the Society and its activities such as meetings, shows, test gardens, awards, etc. It shall work closely with the above committees for the general good of the Society.)
(7.) 5. Financial. This committee shall help in the (work with the Secretary-Treasurer) preparation of any necessary budgets. It shall give especial attention to methods of increasing the income of the Society by gifts, bequests, or other methods.
6. Honors. This committee shall make recommendations to the Board with respect to requests from chapters for the awarding of A.R.S. Gold Medals or other Society Honors. It may also initiate action in this field.
7. Species. This committee shall endeavor to locate and identify plants of various Rhododendron species that are typical of the species, and also species plants that are outstanding horticulturally, and encourage propagation and distribution of superior forms.