BUTTE ROSE SOCIETY
Subtitle
BRS Standing Rules
Butte Rose Society
Standing Rules Master List
Revised June 2018
ARS Bronze Medal Award Revised June 2018
Board of Directors Revised June 2018
Chico Veteran’s Memorial Hall Rose Garden Chair Revised February 2017
Consulting Rosarian Coordinator Revised June 2018
December Social Chair Revised June 2018
Donations Revised September 2013
Facebook Chair Revised September 2013
Festival of Roses Chair Revised December 2015
Financial Review (Audit) Committee Chair Revised June 2018
General Membership Meetings Revised June 2018
Historian Revised Sept 2013 INACTIVE June 2018
Librarian Revised June 2018
Members Only Rose Garden Tour Chair Revised November 2016
Membership Director Revised April 2018
Membership Meetings Activities Coordinator New April 2018
Monthly Little Rose Show Chair Revised March 2013
NCNH District Revised June 2018
NCNH District Silver Medal Award Representative Revised June 2018
New Member of the Year Award Revised June 2018
Newsletter Editor Revised December 2015
Nominating Committee Chair Revised June 2018
Parliamentarian Revised June 2018
Post Office Box Revised May 2012
President Revised December 2016
Program Director Revised June 2018
Public Pruning Demonstration Chair Revised June 2018
Publicity Chair Revised May 2012 INACTIVE June 2018
Refreshments Chair Revised February 2018
Secretary Revised June 2018
Shirt Sales Chair Revised December 2012
Silent Rose Auction Chair Revised October 2015
Stansbury Home Rose Garden Chair Revised
Storage Unit Chair Revised June 2018
Sunshine-Get Well Chair Revised November 2013
Treasurer Revised December 2017
Website Chair Revised March 2013
Winter Pruning Fund Raiser Chair Revised September 2013
ARS BRONZE MEDAL AWARD
-Standing Rules-
Revised June 2018
1. Each society in good standing with the American Rose Society may annually award the ARS Bronze Medal for Outstanding Service to one of its members at the Local Society level.
2. The recipient must be a full or associate/joint member of the American Rose Society and an ACTIVE MEMBER of the Local Society for no less than the last three (3) consecutive years. Local Society membership must be verified by the Local Society.
3. If the selected recipient passes away prior to the medal being presented, the medal may be awarded posthumously to the deceased recipient’s spouse or a member of his/her immediate family.
4. The current President of the Local Society is NOT eligible for this award. Members of the Board of Directors ARE eligible for this award. This award may be not be offered as a prize in any rose competition, or for any one project.
5. The Board of Directors of the Local Society will nominate candidates at the October meeting. Nominations shall come from the “Leadership Activity List” and nominees must be ACTIVE members. The President should update the “Leadership Activity List” each year in September and distribute to each member of the Board of Directors at or before the October Board meeting.
6. The members of the Board of Directors will vote by secret ballot. The President and one other board member (who is a previous Bronze Medal Award recipient and appointed by the President) will tally the votes. A majority vote will be required for awarding this medal meaning the winning nominee must receive at least six votes from the eleven member Board of Directors. If this does not happen in the first round of voting, there shall be a second vote with only the top two vote getters in consideration. The final results must be kept confidential by those tallying the votes. The announcement and presentation by the President shall be made at the December Social.
7. The awarding of this medal is not required in any year. Board of Director members may choose not to vote for any of the nominees. Instead, they may choose to cast a “NO AWARD” vote. If six or more board members cast a no vote ballot, then there would be no Bronze Medal Award given that year. For example: if member John Doe receives four votes; Jane Doe receives three votes; and there are four “No Award” votes, then the Board must vote again. In this case the Board would have to vote for either John Doe or “No Award”. Each Society can only award the Bronze Medal for Outstanding Service once to a member.
8. The Medal used for this Award shall be the standard American Rose Society Bronze Medal for Outstanding Service and may be procured from the American Rose Society Office. The cost of the Medal shall be borne by the Society making the award. The President of the Local Society shall have the responsibility of ordering the Bronze Medal Award Certificate and Bronze Medal.
9. The Bronze Medal for Outstanding Service may be awarded jointly to husband/wife teams if, in the opinion of the Local Society Board of Directors, they BOTH are deserving of the award and BOTH individuals meet the requirements. In such cases, two medals and two certificates would be appropriate for presentation.
10. If the winning recipient of the Bronze Award is not currently a paid up member of the American Rose Society, then a one-year membership shall also be paid for them by the Butte Rose Society when the certificate and medal are ordered. This information can be obtained from the American Rose Society office. The award recipient shall not be asked about their ARS membership status as that would ruin the surprise element when the award is presented.
BOARD OF DIRECTORS
-Standing Rules-
Revised June 2018
1. Bylaws - Article VIII - Section 1. “The Board of Directors shall consist of the Executive Committee (President; Program Director; Membership Director; Secretary and Treasurer) and the Newsletter Editor; four elected Directors-at-Large and the Immediate Past President (or one additional elected Director-at-Large should the Immediate Past President choose not to serve on the Board of Directors)”.
Article IX - Section 1. “The Board of Directors shall establish Society policies and plan the affairs of the Society and shall be empowered to transact business of this Society. Section 2. In the event of a vacancy, the Board of Directors shall elect a member to fill the unexpired term”.
Article X - Section 2. “The Board of Directors shall meet prior to regular meetings unless otherwise provided; time and place to be determined by the President”.
Article XI - Section 2. “A quorum for any meeting of the Board of Directors shall consist of a simple majority”.
2. Board of Director meetings are customarily held at the home of Board of Directors members on a rotating basis on the first Monday of the month (with the exception of June and July) at 6:30 p.m.
3. Board of Director members are expected to attend all Board meetings and all General Membership meetings.
4. Directors-at-Large shall take a leadership role in the society. Possible roles may include chairing one of the following committees: Festival of Roses, Monthly Little Rose Show, Members Only Garden Tour, Winter Pruning Fundraiser, December Social, Website, etc.
5. All Board of Directors members are expected to be familiar with the Bylaws and Standing Rules of the Butte Rose Society.
6. All Board of Director members serve as liaisons between the membership at large and the Board of Directors. Liaisons carry suggestions and/or critiques from the members to the Board to be shared at Board meetings.
CHICO VETERANS MEMORIAL HALL ROSE GARDEN CHAIR
-Standing Rules-
Revised February 2017
1. Butte Rose Society performs weekly maintenance at the Chico Veterans Memorial Hall Rose Garden in exchange for the use of the facility.
2. This position is appointed by the BRS President in January each year.
3. Responsibilities shall include:
· As per agreement with Butte County General Services, establish a weekly schedule to conduct ongoing care and maintenance of the rose garden areas at CVMH.
· Depending upon the season, maintenance and care could include: deadheading, fertilizing, pest and disease control, mulching, weeding, pruning, etc.
· Maintaining a log of date, time spent and duties performed.
· The log shall be provided to the BRS Secretary or President or Butte County General Services upon request. Butte County may request time sheets instead of a log.
· The Chico Veterans Memorial Hall Rose Garden Chair may develop a committee of BRS members to perform the above responsibilities or provide backup as needed.
4. The BRS President shall act as the liaison between the BRS, the Veterans Board, and Butte County General Services to ensure compliance with the existing agreement for hall use in exchange for weekly maintenance of the rose garden area at CVMH.
5. The budget for the CVMH rose garden is established by the BRS Board of Directors. In order to be reimbursed for expenses contact the current treasurer.
CONSULTING ROSARIAN COORDINATOR
-Standing Rules-
Revised June 2018
Each local society in the NCNH District is required to have a CR Coordinator. The term of office coincides with that of the District Director - which means the Coordinator serves for three years. This is an ARS requirement. CR Coordinators may serve for more than one three year period.
1. The CR Coordinator is appointed by the President of the local society in the January after the NCNH District Director is elected - so for this year of 2012, we will elect a District Director who will be installed in late September and starting in January 2013, the new (or sometimes the same) local society coordinator begins their term.
2. The CR Coordinator is expected to document CRs activity in their society so they know who is doing what and how they are helping the local society. The Coordinator makes sure all reports are turned in to the District Chair on time.
3. The CR Coordinator recruits members who might make good CRs and helps them study and then participate in a CR School to become accredited. They can assign an existing CR to mentor this candidate.
4. The CR Coordinator also makes sure the local CRs know about upcoming CR seminars and Schools in the District so they can keep their educational credits updated. Every CR needs to earn 4 points in 4 years to remain fully accredited. The Coordinator makes an effort to schedule seminars at the meetings so each CR can earn their 4 points in their allotted audit time. The Coordinator sends Seminar Request forms to the District CR Chair to accredit society programs for one or more points for current CRs.
5. The CR Coordinator should encourage each existing CR to write articles for the newsletter each year.
6. The CR Coordinator should encourage the local CRs to ‘step out of their comfort zone’ and address garden clubs, master gardener meetings, write articles for newspapers and magazines, reach out to other gardening groups in order to introduce the public to the CR program and to the American Rose Society.
7. The CR Coordinator should encourage each CR to obtain and wear an identifying badge so members and the public know who to ask for help with their gardening and rose questions.
8. The CR Coordinator should encourage the local society CRs attend District functions when possible. CRs are the greatest gift a District has - they are the seedbed for new officers, new ideas, and new growth.
9. The CR Coordinator should work with the Membership Chair and any special events chair to help set up opportunities for CRs and members to address the public.
DECEMBER SOCIAL CHAIR
-Standing Rules-
Revised June 2018
1. Bylaws - Article VI - Section 2. ”The Board of Directors shall be prior to January 1 of the next calendar year at a scheduled meeting or event announced to the membership and shall hold office for twelve months beginning the following January 1st”.
Article X - Section 3. “The December General Membership Meeting shall be the annual Social at which time the Board of Directors shall be installed. The date, time, and location (if held) will be announced to the membership.”
2. In lieu of the December General Membership Meeting, an Awards Dinner and Installation of Officers has traditionally been held on the first Friday in December. Reservation for use of the Chico Veteran’s Hall is made a year in advance by President.
3. Attendees must be a current BRS member. NO GUESTS are allowed.
The purpose of the social is to celebrate and appreciate the significant contributions made by members to the society during the year.
4. The budget for this event is established by the Board of Directors. Members may be charged a fee to attend this event. A preliminary report indicating how the budget is to be allocated shall be presented to the Board of Directors at the September board meeting.
5. The Chair shall be appointed by the Board of Directors at the May Board meeting each year. The Chair would then select committee members as needed. The President is an ex-officio member of the committee and shall be invited to all committee meetings.
6. The Chair is responsible for all aspects of this event including, but not limited to: Venue Selection; Theme; Food & Beverages (no alcohol permitted at the Chico Veteran’s Hall); Decorations; Entertainment/Mixers; Favors; Door Prizes; Invitations & Reservations; Setup and Takedown; Schedule of Events; Programs & Awards; and Installation of Officers.
7. Schedule of Events
· Select a Master of Ceremonies.
· Identify responsible person for establishing a schedule of events/time schedule.
8. Awards that may be presented include:
· Little Rose Show Awards (to be provided and presented by the Little Rose Show Committee Chair).
· Outgoing President’s Award (to be provided and presented by Program Director).
· Recognition/gift for outgoing Board of Directors (to be presented and provided by outgoing President).
· Committee Chairs Awards (to be provided and presented by outgoing President).
· New Member of the Year (to be provided and presented by the outgoing President).
· ARS Bronze Medal Service Award (to be provided and presented by outgoing President as the last award of the evening).
· Other awards to be determined as necessary.
9. At the conclusion of each Awards Dinner and Installation of Officers, the committee shall have a final meeting at which time suggestions and critiques will be discussed. Afterwards, the committee Chair shall complete a detailed written report to be presented at the January Board of Directors meeting. This report shall include:
· A detailed list of expenses by each subcommittee.
· Analysis of attendance (RSVP versus who actually attended).
· Any other pertinent comments and recommendations.
FESTIVAL OF ROSES CHAIR
-Standing Rules-
Revised December, 2015
Bylaws: Article II Objective. Section 1 - The object of this Society is to study, foster and encourage the culture of roses in every practicable way and to exhibit roses of the highest quality possible.
Article XV - Shows and Exhibits
Section 1 - A rose show may be held each year on a date to be determined by the Board of Directors. It is desirable to have the date selection decided before the end of December for the next calendar year’s show.
Section 2 - Entries in all shows shall be open.
Section 3 - All shows shall be under the direction of the Festival of Roses Chair as appointed by the President and the Board of Directors.
1. The purpose of the Annual Festival of Roses is to “Celebrate the Rose” by providing the public with an opportunity to learn more about roses in general through a variety of displays and educational experiences.
2. The Board of Directors shall appoint a Festival of Roses Chair no later than February of each year. The President is an ex-officio member of the committee and shall be invited to all committee meetings.
3. The Festival of Roses Chair is responsible for:
· Planning and coordinating all aspects of the festival.
· Organizing at least one planning meeting a year and a wrap-up meeting at the conclusion of the festival.
· Preparing an annual festival budget and having it approved by the Board of Directors.
· Selecting and appointing committee chairs as needed.
· Distributing and collecting all committee binders and folders.
· Updating all committee binders and folders after the festival if completed.
4. The budget for the annual Festival of Roses is significant. Therefore a preliminary budget allocation/breakdown will be prepared and presented for discussion at the initial planning meeting and to the Board of Directors at the May Board meeting.
5. Donations must be accounted for in the final report to give an understanding of the total cost of delivering the Festival.
FINANCIAL REVIEW (AUDIT) COMMITTEE CHAIR
-Standing Rules-
Revised June 2018
1. Bylaws - Article XII, Section 3. “A Financial Review (Audit) Chair shall be appointed by the President with approval from the Board of Directors who forms the Financial Review Committee. Appointment shall be announced at the Board of Directors meeting in January. The committee shall consist of three members (only one of which can be a current Board of Directors member). The committee will ensure that financial reporting was timely, accurate and complete for the previous year and that proper controls are in place to protect Butte Rose Society assets. A report, including any major concerns, shall be provided to the Board of Directors. They shall also review the list of BRS assets (physical and monetary).”
2. The audit committee is should plan to meet by mid-February, if possible.
3. Obtain the permanent file from the Treasurer.
4. Obtain the financial records from the Treasurer.
5. Discuss the timing of the physical inventory observation with the Board President. Once the Financial Review Committee Chair assigns a committee to conduct the year-end physical inventory observation, the committee makes necessary pencil changes to the spreadsheet during the physical inventory observation. The spreadsheet is then updated and provided to the audit committee. The audit committee can determine if the physical inventory count needs to be observed by an audit committee member at the storage facility in any given year based upon the value and volume of items stored at the storage facility.
6. Review the “Audit Committee Report to the Board of Directors” from the prior year to determine if there were any recommendations that were to be implemented during the current year. In following up on any recommendations, consider the timing that the recommendations were made and a reasonable implementation period.
7. Review the “Program to Analyze Records for Year Ended December 31, 20__” from the prior year’s audit and make any necessary revisions. The dates will need to be updated. The number of items to be tested will be determined by the committee during testing. Procedures may continue to be revised throughout testing.
8. Prepare a list of information to be provided by the Treasurer of any records identified in the “Program to Analyze Records for Year Ended December 31, 20__” that are not included in the financial records obtained from the Treasurer. (Items not available initially may include the inventory listing, the tax return, and the January band statement for the following year.)
9. Following the testing of financial records, determine that the committee is in agreement with the “Audit Committee Report to the Board of Directors”.
10. Return all financial records to the Treasurer within four weeks if possible.
11. Review the preliminary audit report with the Treasurer prior to presenting the “Audit Committee Report to the Board of Directors” at the April board meeting or earlier if available.
12. Maintain a copy of all audit documents in the permanent file for the following year’s audit committee. Return the permanent file to the Treasurer once the audit committee’s report is presented to the board.
GENERAL MEMBERSHIP MEETINGS
-Standing Rules-
Revised August 2019
1. Bylaws - Meetings Article X, Section 1. General Membership Meetings shall be held on the last Tuesday of each month at 7:00 p.m. with the exception of June, July, and December, unless otherwise provided.
2. Bylaws - Meetings Article X, Section 3. The December general membership meeting shall be the annual Social at which time the Board of Directors shall be installed. The date, time, and location (if held) will be announced to the membership.
3. Bylaws - Quorum Article XI, Section 1. A quorum for any general membership meeting shall consist of 25 members of this Society.
4. Bylaws - Duties of Officers Article VII Section 1. The President shall preside at all meetings of the Society and of the Board of Directors. He/She may call meetings of the Board of Directors at any time and meetings of the Society with the approval of the Board of Directors and shall be an ex-officio member of all committees; except the Nominating Committee. He/She shall appoint all committees not appointed by the Board of Directors.
5. The President is responsible for the agenda. To request an item be placed on the agenda, contact President in advance.
6. The following are not permitted at general membership meetings:
Non-gardening related announcements
Sales and promotions that were not previously approved by the Board of Directors
HISTORIAN
-Standing Rules-
Revised September, 2013
Not an active position as of June 2018
1. An ongoing documentation of BRS events shall be maintained by the Historian.
2. This position is appointed annually by the BRS President in January.
3. Responsibilities shall include:
· Create a memory book of BRS events which would include photographs, programs, invitations, Rose Show Schedule, Members Only Rose Garden Tour booklet, and other memorabilia. The memory book shall be submitted to the BRS President at the December Board of Directors meeting.
· If the Historian is unable to attend a BRS sponsored event, he / she shall arrange to have another member take photographs
· The Historian shall bring and display the scrapbooks at General Membership Meetings and other major functions
4. The budget for the Historian is established by the Board of Directors. In order to be reimbursed for expenses, contact the current treasurer.
LIBRARIAN
-Standing Rules-
Revised June 2018
Purpose: The purpose of the Library is to encourage and foster the culture and study of roses in every practicable way.
1. The position of Librarian is appointed annually by the BRS President in January.
2. Responsibilities shall include:
· Maintaining and updating a written inventory list on an ongoing basis of all BRS Library materials.
· A written inventory report of all Library material shall be submitted to the BRS President at the December Board of Directors meeting.
· Research and purchase additional rose-related materials for the library within the budget allotted.
· Devise a method to loan library materials to members at membership meetings.
· Responsible for obtaining and maintaining copies of “The American Rose” magazine published bi-monthly by the American Rose Society (contact the BRS President).
3. The Library shall contain rose-related materials only.
4. The budget for the Library is established by the Board of Directors. In order to be reimbursed for expenses, contact the current treasurer.
LITTLE ROSE SHOW CHAIR
-Standing Rules-
Revised August 2019
1. The purpose of the Little Rose Show is to share the beauty of roses grown by our members and to educate members about entering ARS Rose Shows. It should be fun and celebratory, not overly competitive.
2. The President shall appoint the Little Rose Show Chair on an annual basis in January.
3. The LRS Chair is responsible for planning and coordinating the Little Rose Show. The Chair calls and organizes at least one planning meeting a year. The Chair prepares the LRS Annual Budget for LRS committee review, and submits the proposed LRS budget to the BRS Treasurer. The committee prepares a schedule of classes, rules, point system and year-end awards.
The LRS Chair determines exhibitor designations (currently Novice, Intermediate, Advanced) and updates exhibitor status list using results from the Tally Chair of the prior year annual BRS Rose Show.
4. The LRS Chair maintains a list of the Challenges and Arrangements for the year. The Chair submits an article to the Newsletter Editor every month that a Little Rose Show is to be held. The article describes the Challenge Class and the Arrangement Title and style.
5. The LRS Chair is responsible for confirming a judge or judges for each show.
6. Each entry in the Little Rose Show has an ARS Entry Tag attached. As the bottom of the tag is removed and used for data recording, all information must be entered, by the entrant, on top and bottom sections. Judges’ comments should be made on the top section. Best of Class entries should be placed at the front of a class to make them easier to find.
7. The Data Recorder is responsible for collection and recording of results for each entry every month. For each monthly show the records will state: Class, Section, name of the member, name of the rose, award of first, second, third, or no-place, Best of Class and Best of Show.
8. Each month the Data Recorder emails a copy of the results to the LRS Chair. The purpose is to keep a back-up copy of the results.
9. Each month the Data Recorder submits an article and photo of the winning rose to the Newsletter Editor describing the results of the last Little Rose Show.
10. After the November show, the LRS Chair works with the data Recorder to review the final results tally and to select award winners for the December Awards Dinner. Final results are also shared in the Newsletter. A hard copy of the data for the year, the award winners and awards given is to be placed in the Results Binder and kept as an historical record of BRS. The binder is maintained by the LRS Chair and passed on to the new Chair each year.
11. Those responsible for Show Set Up and Take Down maintain a box of supplies to support members entering the Little Rose Show. See supplies list below.
12. Show Set Up members arrive an hour in advance of the meeting, set up the show, and are available to encourage and assist members in all aspects of preparing their roses for presentation on the show table. Ring the bell at 6:55 P.M. to indicate the close of entries. This is to educate members about deadlines for ARS shows.
13. Take Down members are responsible for take down and clean up after the show, and encourage other BRS members to assist with these tasks.
14. Suggestions for help with the following:
Crowding of exhibit specimens on the display table.
· Allow at least 3 tables for the show, 4 or 5 for the big shows in April and May.
· Use dividers between the classes same as for the Big Show. (Old blind slats.)
Crowding of members around the display table to look at the specimens and the results.
· Have no chairs around the tables or on the side wall behind the exhibit table.
· Move 3 exhibit tables closer to the side wall, allowing for a larger space in front of the table. Do not block the exit doors.
· Place 1-2 tables against the back wall for Challenge and Arrangement Classes. These entries should be placed by the exhibitor and NOT MOVED by anyone until after the judging is completed.
· Mystery Roses and Display Only can be placed where there is space (suggest near refreshments). They are not judged so can be separate from the rest of the judged roses.
· Members asked to wait until after judging and clerking is completed.
Meeting break comes before judging and recording can be completed.
· Work with BRS President and Program Chair to manage the problem of the Break coming before judging, recording and tidy-up of the show is complete.
· Ask members to wait until after judging and clerking is completed.
· Expedite the recording of results by using the same process as the Big Show: punch holes through the entry card to record first, second, third or fourth (4th=no points).
· Have one or two LRS committee members act as show clerks. Clerk organizes the first place winners in each class so that Best of Class can be selected. The clerk assists in grouping the Best of Class winners together for judging of Best of Show.
· Make stickers for Best of Class, and Best of Show. Put stickers on both top and bottom sections of the entry tags so the winners can be easily identified. (Do this before the bottom section is removed to avoid errors.)
· REMOVE the bottom section of the entry tag for recording later (into Excel program.)
· Confirm by counting the number of tag bottoms and the number of entries in each class.
15. At the close of each Show the judges shall announce the Best of Show if awarded.
16. The judge(s) shall talk about why a rose was the best in a class; also, in a positive way, make suggestions for improvement or other comments.
17. Supplies list for Show Set Up and Take Down:
· ARS entry tags: 20-90 entries/month x 6 months. Need Horticulture, Arrangements, Challenge Class and Miniature Horticulture
· ARS Handbook for Selecting Roses (current year)
· ARS Guidelines and Rules for Judging Roses (Horticulture Entries)
· ARS Official List of Approved Exhibition Names for Exhibitors & Judges (current year)
· Tents for each Class and name of Class
· Laminated copies of Current Year’s Show Rules and Schedule
· Laminated copies of how to fill out an entry tag
· Pencils, rubber bands, Styrofoam peanuts
· Folders with LRS Standing Rules, Guidelines
· Exhibit status list
SEE ATTACHED: Current Year Little Rose Show Rules and Schedule
MEMBERS ONLY GARDEN TOUR CHAIR
-Standing Rules-
Revised November 2016
1. The Members Only Garden Tour Chair shall be appointed on an annual basis by the Board in November of year prior to tour. The President is an ex-officio member of the committee and shall be invited to all committee meetings.
2. The Members Only Rose Garden Tour is one of the most popular events hosted by the Butte Rose Society each year. The purpose of the Members Only Rose Garden Tour (MOGT) is to provide an opportunity for members to share their rose gardens with other Butte Rose Society (BRS) members. The event would also provide an opportunity for members to have a chance to socialize and get to know one another better. The event would be free to BRS members.
3. It is not the intention to ever have the rose tour become a competitive function nor a white glove garden party type of event. It should be casual and fun!
4. Participation in the MOGT is limited to current BRS members only. NO GUESTS are allowed. Guests shall be charged the current membership fee to join the society and payment must be made in advance by contacting the Membership Director. Anyone wanting to take part in the tour must be a currently paid up member. This ruling will be strictly enforced by the Membership Chair and President. The day after the deadline to sign-up for the MOGT event, a list of tour attendees shall be submitted to the Membership Director, to verify that all attendees are current members of BRS.
5. Only Butte Rose Society members shall have their rose gardens on tour. See notes about insurance below.
6. Garden Selection – The tour committee is responsible for the selection of rose gardens. Members can be encouraged to volunteer their garden. It is strongly suggested that the committee offer personal invitations to members whose rose gardens they would like to see on the tour. Most people are shy about offering and have the idea that their garden would not be worthy of being on the tour. They must be encouraged. The Committee is encouraged to tour all of the potential rose gardens before the final selection is made.
7. Gardens selected should use roses in some area of the landscape. Determine the number of gardens to be included on the tour based on the number of roses at each location and the distance between the various gardens. 5 to 6 gardens should be selected depending on the above mentioned factors. Remember that not everyone can afford to live in a professionally cared-for landscaped mansion, so it would also be good to have smaller rose gardens included on the tour with practical ideas on growing roses that could be used by the ordinary rose enthusiast in his/her own yard.
8. No rose garden shall be on the tour for two years in a row. There should be at least a one-year break in between. The tour needs to be kept fresh and interesting by having new gardens showcased every year.
9. It is suggested that the tour be held during the morning hours during the spring, starting at 9:00 am and followed by a free Potluck lunch for attendees around noon or 1 p.m. Depending on availability of funds, meat and beverages would be provided by the Society with members furnishing the salads and desserts, etc. The committee could be creative in their approach to planning a gathering at the conclusion of the tour.
10. The site selected for the Potluck would ideally be the last rose garden on the tour. There should be sufficient areas of shade (trees, patio or deck covering, etc.) to provide attendees with some relief from the sun. Attendees can be asked to bring their own chairs. Bathroom facilities at the potluck site need to be considered.
11. A tour booklet will be printed. Each garden owner shall be asked to write a short history or description of their garden to be included in a tour booklet.
12. Reverse Garden Tour will be available for tour homeowners and committee members who did not see the tour gardens during the morning tour. It will begin within one hour after the potluck is coming to conclusion. The group will stay together and travel together in reverse order. The reverse tour will take no more than two hours total.
13. The Garden Tour Chair is responsible for maintaining and updating the Members Only Garden Tour binder. It should contain the list of gardens by year, publicity notes and samples, the tour booklet from the current and previous year, budget and expenditures. The binder must be returned to the BRS President within 3 months of conclusion of the tour.
14. The tour committee is responsible for publicity about the tour. This includes an invitation insert for the March Rose Notes. The invitation should be clear about no guests, no substitutes for members not attending and no pets. A press release for local media is at the discretion of the committee. Samples of press releases, contact information for local media, the invitation to members and past articles in BRS Rose Notes must be maintained in the Garden Tour binder.
15. At the conclusion of each garden tour, the committee should have a final meeting at which time suggestions for future tours can be discussed as well as a critique of the just completed event. Afterwards the committee chair must complete a written final report for the Board of Directors of BRS. A copy of the final report along with all other pertinent information regarding the recently completed event should be added to the binder for the use of future committees.
Notes about Insurance:
BRS will request and pay for a Certificate of Liability Insurance for each garden on the members Only Garden Tour. This is secondary insurance.
Insurance statement to give to each member garden on the MOGT.
"Please be advised that secondary insurance coverage for the Members Only Garden Tour is provided through California Garden Clubs, Inc. (CCGI)." A form will be provided by the CCGI insurance carrier. Each homeowner is required to read and sign a copy of the form.
Butte Rose Society Board of Directors strongly recommends you apply in advance for a Certificate of Insurance from your personal homeowner insurance carrier to cover the one-day event. It has been our experience that homeowner’s insurance covers an event such as the tour in the same way they would cover a gathering of friends at your home.
Example: A member called about coverage for the tour under her AAA Homeowners Policy. It has a $500,000 Personal Liability and an additional AAA Personal Umbrella Insurance policy. She was told:
MEMBERSHIP DIRECTOR
-Standing Rules-
Revised April 2018
1. Bylaws - Duties of Officers Article VII - Section 3. The Membership Director shall strive to increase membership to include as many interested persons as possible. He/She shall collect all membership information and dues, and shall preside over meetings when the President and Program Director are absent or otherwise unable to act.
2. Membership Mission Statement:
· All applications for membership shall be submitted through the Membership Director.
· Strive to increase membership to include as many interested persons as possible;
· Shall collect all membership information and dues.
· Shall preside over meetings when President and Program Director are absent or otherwise unable to act.
3. The Membership Director shall be responsible for completing the Membership Income Form and submitting the form to the Treasurer along with checks and / or cash at least monthly.
4. A current membership roster / spreadsheet shall be updated and distributed on a monthly basis to the Board of Directors two weeks following the general membership meeting. Membership roster distribution is limited to committee chairs.
5. The Membership Director develops a proposed budget to present to the budget committee by the November Board Meeting. In order to be reimbursed for expenses contact the current treasure.
6. The Membership director shall be present at the Members’ Only Rose Garden Tour with the current roster to verify eligibility.
7. The Membership Director is responsible for setting up a membership table at the Public Pruning Demonstration, Annual Rose Show, and all other public events BRS is being represented.
8. In regards to guests and visitors, the Membership Director shall:
· Greet guests / visitors at general membership meetings and have them register
· Provide guests / visitors with name tags and door prize tickets
· Assist guests / visitors in being seated with current members
· Introduce guests / visitors during the meeting
· Follow up by postal mail with a thank you card for attending the meeting as well as a personal invitation to join BRS
9. In regards to current members, the Membership Director shall:
· Greet members at general membership meetings and have them register
· Provide members with name tags and door prize tickets
· Collect name tags at the end of the meeting
10. All door prizes or membership incentives must be garden related. Members should be encouraged to donate appropriate door prize items.
NCNH DISTRICT
-Standing Rules-
Revised June 2018
1. The President is the liaison between BRS and the NCNH District.
2. The President is responsible for completing the annual District Directory Update form in January. The form is available on the District website.
3. The President will appoint 2 voting representatives from BRS for each District Spring and Fall Business Meeting. BRS does not provide any stipends for representatives.
4. Donation items will be provided to District raffles per BRS annual budget. In order to be reimbursed for any expenses contact current treasurer.
5. BRS is assessed $5.00 per year for the District Trophy Fund and $45 electronic Criterion subscription per BRS annual budget.
6. The President shall appoint a District Silver Honor Medal representative. The term of office coincides with that of the District Director which means the representative serves for three years.
7. The President shall appoint a CR Coordinator. The term of office coincides with that of the District Director which means the CR Coordinator serves for three years (see Standing Rules for CR Coordinator for details).
8. The District Directory is distributed annually at the Spring Business Meeting. It is the responsibility of the President to order four (4) copies for BRS. These copies should be distributed to the President, Program Director, CR Coordinator and Rose Show Judges’ Chair.
NEW MEMBER OF THE YEAR AWARD
-Standing Rules-
Revised August 2019
PURPOSE - This award was created in order to encourage active participation by new members. This award is to honor a new member (or members) for outstanding volunteer participation or leadership during the year, as an expression of appreciation and to encourage continued involvement by new members.
DEFINITION OF A NEW MEMBER - A new member is someone who is new to the Butte Rose Society, meaning that they have been a member for 2 years or less.
1. The Outstanding New Member of the Year Award is presented by the outgoing President at the annual awards and installation event in December. Traditionally, the name(s) of the winner(s) is kept secret and not disclosed until this function takes place.
2. While serving as an “ad hoc” member of every committee (except for the nominating committee), the President is in a position to encourage and be familiar with the involvement of all new members.
3. The President may receive recommendations for this award. Criteria should include total involvement by new members in the society during the year including such things as: committees chaired or served on as a committee member; overall attitude and disposition; attendance at meetings and other activities sponsored by the society and so forth. This is not meant to be a popularity contest.
4. The President shall make the final decision as to whether or not this award shall be given or if there should be more than one recipient. In the past there have been years when no award was given. There have been years when one person received the award and in a couple of cases two new members were honored. Caution -having more than two winners in a year could reduce the importance of the award.
5. The President is responsible for the selection, purchase and presentation of this award/gift. Money should be included in the annual society budget (under general awards) for this award. The President may choose whatever he/she deems appropriate in the way of an award/gift: certificate (framed or unframed), trophy, plaque, gift certificate, etc. Amount per person shall not exceed the annual budgeted amount.
NEWSLETTER EDITOR
-Standing Rules-
Revised December, 2015
1. Bylaws - Article XIV - Section 1. There shall be an informative publication to be known as “Rose Notes”, whose editor shall be appointed by the Board of Directors and who shall serve for one year and be eligible for reappointment. Section 2. “Rose Notes”, (a monthly publication) shall be issued as a matter of policy, but the editor may combine issues for certain months at his/her discretion. Section 3. The newsletter content shall pertain to rose related topics only.
2. Newsletter Mission Statement:
· To inform readers all about rose growing and the activities and interests of the Butte Rose Society and its members. The newsletter shall be used to inform members, bring them closer to each other, and support their interests.
· The newsletter shall be our Society’s self-image - the one thing that pulls all the activities and members together and shows why they matter.
· The newsletter shall not be considered a frill, or an unnecessary expense, but rather an important tool that will educate the membership and cause the Society to grow and prosper.
3. Newsletter Guidelines: The newsletter shall not become controversial. It shall not become involved in politics. No “Letters To The Editor” column. Paid advertising is not allowed.
4. The Newsletter Editor:
· Shall decide what shall and what shall not go into the newsletter based on the newsletter mission statement and newsletter philosophy.
· Edits - tidying up grammatical errors and spelling mistakes; clears up confusion and makes sure the newsletter is interesting beginning to end. Editorial “pruning” shall be done judiciously. The editor shall retain both the intent of the writer’s position and the gist of his or her opinion.
· Shall not be the whole newsletter. The newsletter shall include as many other individuals’ names as possible.
· Shall refer to the ARS publication - “Guidelines For Editors” as a blueprint for publishing the newsletter.
5. All Society members are encouraged to submit items for the newsletter. Submissions should be no longer than one to one and a half pages unless broken down into parts (part one could be published one month, part two could be published a different month and so forth).
6. Publication of submitted material is not guaranteed and will be determined by several factors including space allotment; interest factor; controversial impact; etc.
7. Deadlines and publication dates shall be set by the editor with the idea in mind that members must receive the newsletter prior to the monthly membership meeting.
8. The newsletter may be entered into the American Rose Society annual competition that recognizes outstanding publications of local societies and districts. The ARS Newsletter Awards Committee also recognizes individual articles for Awards of Merit each year and Rose Notes contributors would be eligible for consideration for this award.
9. Newsletter Committee - Shall consist of the editor and two other members. The committee shall act in an advisory capacity as needed by the newsletter editor and offer suggestions, advice and assistance with editing.
10. Give a copy of each newsletter to Librarian.
NOMINATING COMMITTEE CHAIR
-Standing Rules-
Revised August 2019
1. Bylaws - Article XII - Section 2. The Board of Directors (not the President) appoints a Chair for the nominating committee in May of each year. A Nominating Committee of five members (only two of which may be from the current Board of Directors) is selected by the Chair. The President shall not serve on the nominating committee as a Board member and shall not participate as an ex-officio member. The committee shall be announced at the August general membership meeting by the President. The proposed slate of candidates for the Board of Directors shall be published in the October newsletter and presented at the October general membership meeting. Nominations from the floor are in order at this time. Voting conducted by the President will take place at the October general membership meeting. Any member of the Nominating Committee is eligible to serve as an officer or Board member.
PROCEDURES
1. The Board of Directors (not the President) selects a Chairperson for the nominating committee in May.
2. The Nominating Committee Chair then selects the committee made up of five members (only two of which may be from the current Board of Directors) with recommendations from the Board.
3. Current members of the Board of Directors who are in their first one-year term are asked, by the August Board of Directors meeting, if they would like to continue for a second one-year term in the same position. (Common practice). A major effort shall be made by the Nominating Committee to fill positions that will be vacated due to the two -consecutive term bylaw provision (Article VI, Section 3). However, if this recruitment effort is not successful, the outgoing director in that position may fill that same office for another term(s).
4. The committee meets, discusses process, seeks potential candidates and explains to them the expectations of the officer and director positions. Once a candidate understands and accepts the position’s responsibilities the nominating committee can then recommend the candidate for the position. (Common practice) Potential new Board shall be notified by the Nominating Committee Chairperson of the proposed Board composition before finalizing their commitment to serve on the Board and before the proposed new Board is presented to the existing Board.
5. The proposed slate will be presented to the Board of Directors at the October Board of Directors meeting and will be published in the October newsletter. (Common practice and By-laws)
6. The proposed slate of suitable candidates shall be announced at the general membership meeting in October and nominations from the floor are in order at this time. (By-laws)
7. Voting will take place at the October general membership meeting. (By-laws)
8. Any member of the nominating committee is eligible to serve as an officer or Board member. (By-laws)
PARLIAMENTARIAN
-Standing Rules-
Revised June 2018
1. Bylaws - Article XVI - Section 1 - Robert’s Rules of Order, Revised shall govern the Society in all cases to which they are applicable and in which they are not inconsistent with the Bylaws. Rules are to be enforced by the Parliamentarian.
Section 2 - In any case where these Bylaws conflict with the Bylaws of the American Rose Society, the latter shall prevail.
2. The Parliamentarian is appointed by the President at the January Board of Directors meeting and must have served a minimum of one year on a BRS Board of Directors prior to holding this position. The Parliamentarian must be a current member of the Board of Directors and is expected to attend all Board of Director meetings.
3. The Parliamentarian shall:
· Advise the President, the Board of Directors, Committees, and members on matters of parliamentary procedure per BRS Bylaws and BRS Standing Rules.
· Be responsible for a periodic review (every 2-3 years) of the current BRS Bylaws (Revised 8/29/2017).
· Be responsible for a periodic review (every 2-3 years) of the BRS Standing Rules. (ongoing – complete review June 2018)
· Provide the Board of Directors with written recommendations for revisions to current Standing Rules and
establishing new Standing Rules.
· Distributes copies of the Standing Rules to Committee Chairs, etc. when they are appointed.
4. Any BRS member may submit written suggestions for changes to existing Bylaws or Standing Rules or for new Standing Rules to the Parliamentarian.
5. Any recommendations for revisions or for new Bylaws or Standing Rules shall be submitted in writing by the Parliamentarian to the Board of Directors prior to a Board of Directors meeting.
PRESIDENT
-Standing Rules-
Revised August 2019
1. Bylaws - Article VII - Section 1. The President shall preside at all meetings of the Society and of the Board of Directors. He/She may call meetings of the Board of Directors at any time and meetings of the Society with the approval of the Board of Directors and shall be an ex-officio member of all committees; except the Nominating Committee. He/She shall appoint all committees not otherwise provided for in the Bylaws.
2. Bylaws - Article VIII - Section 1. The Board of Directors shall consist of the executive Committee (President; Program Director; Membership Director; Secretary and Treasurer) and the Newsletter Editor; four elected Directors-at-Large and the Immediate Past President (or one additional elected Director-at-Large should the Immediate Past President choose not to serve on the Board of Directors).
3. Bylaws - Article X - Section 2. The Board of Directors shall meet prior to regular meeting unless otherwise provided; time and place to be determined by the President.
4. Bylaws - Article XII - Section 1. The President shall appoint Committee Chairs as needed. The term of all committees shall expire on December 31st if not on a specified prior date.
5. Bylaws - Article XII - Section 2. A Nominating Committee of five members (only two of which may be from the current Board of Directors) shall be announced at the August general membership meeting by the President. This committee shall present a slate of suitable candidates for members of the Board of Directors at the October general membership meeting. The proposed slate shall also be published in the October newsletter. Nominations from the floor are in order at this time. Voting will take place at the October general membership meeting. Any member of the Nominating Committee is eligible to serve as an officer or Board member.
6. Bylaws - Article XII - Section 3. A Financial Review (Audit) Committee shall be appointed by the President with approval from the Board of Directors. Appointment shall be announced at the Board of Directors meeting in January. This committee shall consist of three members (only one of which can be a current Board of Directors member). This committee will ensure that financial reporting was timely, accurate and complete for the previous year and that proper controls are in place to protect Butte Rose Society assets. Any major concerns shall be reported to the Board of Directors for immediate action. They shall also review the list of BRS assets (physical and monetary).
7. President shall be responsible:
· For creating and distributing a proposed agenda for every Board of Directors Meeting and General Membership Meeting two days prior to the date of the meeting.
· The proposed agenda shall be distributed electronically to all Board members and interested parties for the BOD Meeting and General Membership Meeting.
8. The President shall be responsible for each BRS manual / binder relating to officers, Board of Directors and Committee Chairs.
9. Each Board of Director shall be provided:
· A current copy of the BRS bylaws
· A calendar of Events for the current year
· A budget for the current year
· A current roster for the Board of Directors that includes home address, telephone number and e-mail address
· A copy of the minutes of the last Board of Directors meeting held in December
· A copy of the BRS reimbursement form (from the treasurer)
· A copy of the Committee Chairs for the current year (see Standing Rules List of Committee Chairs)
Each Committee Chair shall be presented with a binder containing the standing rules for that committee and records from previous years of that committee.
It is the responsibility of the President to give the binder to the committee chair and to RECOVER the updated binder and final report after the committee work is completed.
10. The President and a Board member are responsible for cleanup and securing the Veterans’ Hall (per the post-meeting check list) following each General Membership Meeting. Signups are to be completed at the January Board of Directors Meeting; the final list is to be distributed to all members of the board by the February BOD Meeting for inclusion in the BRS Board manual / binder. The completed checklist must be signed by the President and the responsible Board member and kept by the President as a permanent record.
11. Signups for hosting a BOD meeting shall be completed at the January Board of Directors Meeting. The final schedule is to be distributed by the February BOD meeting for inclusion in the BRS Board manual / binder.
12. The President is the liaison between BRS and the NCNH District (see NCNH District Standing Rules for specific responsibilities.
13. The President is the liaison between BRS, Butte County General Services and the Chico Veterans Memorial Hall. Responsibilities include:
· Preparing the CVMH Use Request for BRS meetings and activities each year
· Submit the request to Butte County General Services offices in Oroville, signed in blue ink.
· The Rental Application may be downloaded from https://www.buttecounty.net/generalservices/Services/MemorialHalls.aspx
· The Rental Application should be submitted by November 1, of the year prior to use.
· Appear at the CVMH Board Meeting to represent BRS’s request for fee free use
· Incoming President must request a hall key from the Butte County General Services representative. Advanced notice must be given to ensure that proper forms are available at the meeting. The Treasurer applies for a Certificate of Liability Insurance from the American Rose Society for Butte County General Services as needed.
14. The President is responsible for obtaining and presenting the following awards at the December Social (per current year’s budget).
· New Member of the Year Award
· ARS Bronze Medal Service Award
At the President’s discretion, he/she may obtain and present gifts or provide other forms of recognition and appreciation to committee chairs and outgoing Board members.
In order to be reimbursed for any expenses, contact the treasurer.
15. The President shall maintain and update the “Leadership Activity List” for each BRS member who may eligible for the Bronze Medal Award. This list shall be distributed to the Board members at or before the October Board meeting each year.
16. The President may prepare a President’s message for any issue of the society’s newsletter.
17. The President is responsible for bringing the BRS public address equipment (2 microphones) to each General Membership Meeting and other BRS events as needed.
18. The President receives the BRS complimentary copy of the bi-monthly ARS publication “The American Rose”. This magazine shall be given to the BRS librarian to be included in the Library.
19. The President shall not serve on the Nominating Committee as a Board Member, and shall not participate as an ex-officio member of the Nominating Committee. The Board of Directors (not the President) selects a Chairperson for the nominating committee. The intent is for the Nominating Committee to be autonomous, i.e. independent from the current President.
20. The President is responsible for conducting the election for the next year’s Board of Directors at the October General meeting. See Election Protocol below.
Suggested Election Protocol for Election of following year Board of Directors
October General Meeting
President responsible for running election
1. President or Nominating Chair introduces the election.
· Goal – a mix of experience and new ideas
· Term of office is one year with two years max in any position. Except:
· Newsletter Editor and Treasurer appointed by the BOD at October BOD meeting.
· Appreciation for all who agree to serve
2. Positions and names of advertised slate – read (or write if changes anticipated)
Are there any changes to advertised slate?
(YES/NO, do not give reason or explanation)
First take nominations to open positions from the Nominating Committee
(willingness to serve has been confirmed)
Position: name
3. Call for nominations from the floor for any of the positions on the slate.
Any nomination, must be seconded, and person must agree to serve.
If accepted nomination(s) and hence more than one candidate for a position, then vote for that position will be by written ballot.
(Paper ready, Nominating Committee members by table, collect one per member)
Count ballots during the break with candidates as observers.
4. Call for a Motion to accept the slate as presented. Second. Secretary records.
5. Vote of all members at the October General Meeting by a show of hands
· Nominating Committee members count numbers
o In favor
o Against
o Abstain
PROGRAM DIRECTOR
-Standing Rules-
Revised June 2018
1. Bylaws - Article VII - Section 2. The Program Director shall plan rose-related programs and activities for the monthly general membership meetings. He/She shall preside over meetings when the President is absent or otherwise unable to act.
2. Programs Mission Statement:
· To educate members about various rose growing practices.
· To encourage members to grow the healthiest rose bushes possible.
· To enjoy together our rose growing successes and to share what works for us in the Butte County area.
3. The Program Director can seek ideas for programs from the Butte Rose Society Board of Directors, Consulting Rosarians and from the general membership. The NCNH District Directory is a good source of ideas for programs and also for speakers.
4. The Program Director plans and implements the monthly programs. If there is a guest speaker, he/she invites the speaker, coordinates with the speaker about the content and delivery of the program, confirms what the speaker may need to be provided by Butte Rose Society (equipment, handouts, etc.) and confirms details about the location and time of the meeting with the speaker. He/she thanks the speaker.
5. The Program Director develops a proposed budget to present to the Budget Committee by the November board meeting. The budget shall cover speaker costs, photocopying and material costs required to implement programs.
6. Butte Rose Society experiences with programs leads to the following comments and suggestions. Our experience is repeated in rose societies across the country. The Program Director should review and update the list of programs for consideration of programs scheduled.
Attendance data show that the most well attended programs are:
· How-to-do programs with a theme that addresses rose horticulture, and
· Programs where the presenters are well known.
Popular program themes that are successful every year are: pruning (November or January meeting) feed the soil programs (soil tests, fertilizers, natural composts and amendments, bed building and planting, mulches, etc.) and rose diseases programs (disease identification, Integrated Pest Management, Sprays, Sprayers and Chemical Safety etc.). Programs that include beautiful photos of roses are popular particularly in the winter months.
7. The Program Director should submit local press announcements and information to the website and Facebook chairs for upcoming programs.
PUBLIC PRUNING DEMONSTRATION CHAIR
-Standing Rules-
Revised June 2018
1. The Public Pruning Demonstration (if held) should be held between Christmas and the start of the winter pruning fundraiser.
2. The chair of this committee is appointed annually by the BRS President in October.
3. Responsibilities shall include:
· Site selection for the event
· Establish date and time
· Write and submit articles promoting the event (newsletter, newspaper, Facebook, website, etc.)
· Create a program for pruning roses and form a committee to implement this program
· Membership information shall be available
· Determine whether refreshments and beverages shall be served and if so, arrange for that to happen
PUBLICITY CHAIR
-Standing Rules-
Revised May, 2012
Inactive June 2018
1. The overall purpose of the publicity chair will be to promote the Butte Rose Society using as many resources as possible. The success of and continuous growth of the rose society depends a great deal on this publicity. It is very important to get the word out to the general public and to rose enthusiasts in particular.
2. The Publicity Chair shall be a Board of Directors member and appointed by the President in January.
3. The publicity chair is responsible for publicizing all aspects of the rose society including: monthly membership meetings, special events such as the Stansbury House public pruning demonstration, members only rose garden tour, consulting rosarian schools, exhibitor workshops, winter pruning fundraiser and so forth. The publicity chair shall work with the individual committee chairs of various events and activities to obtain detailed information pertaining to those functions. The annual Rose Show has their own publicity committee but the society publicity chair is encouraged to be part of this committee.
4. Membership meetings need to be publicized in local and area newspapers. News articles should appear in the garden section if such sections exist. Publication should ideally be the week before the meeting. For example: a publicity release should appear in the Chico Enterprise Record in the garden section on the last Friday prior to the Tuesday meeting date. Having a meeting announcement too far ahead is worthless in that it is usually forgotten by the time the meeting actually happens
5. The publicity chair should create a list of local and area newspapers and make contact with those publications to determine contact person at each newspaper and deadlines and other requirements that need to be met in order to get press releases published on a timely basis.
6. New ideas for promotions or resulting in financial expense to the society must be presented to the current board of directors for approval and direction before any action is taken. There is no approved budget for the publicity committee.
7. The publicity chair is a volunteer position and that individual cannot expect or receive any financial reimbursement for writing and publishing articles.
8. Publicity chair shall keep a record of press releases that have been published. These records should be for future reference and also passed on to the incoming publicity chair. Copies of press releases should also be emailed to appropriate committee chairs and officers (like sending a sample of a general meeting press release to the President).
REFRESHMENTS CHAIR
-Standing Rules-
Revised February 2018
1. Refreshments are served during the break at each General Membership Meeting to encourage members to socialize and share rose growing experiences.
2. This position is appointed by the President in January.
3. Responsibilities shall include:
· Submit an article for each monthly newsletter promoting the refreshment theme for the next meeting.
· Articles should include theme-related suggestions for refreshments.
· Every member should be encouraged to bring refreshments.
· Setup and decorating of tables, providing all necessary supplies, and beverage preparation.
· Each member that brings me a refreshment contribution will be entered into the refreshment door prize drawing.
· Door prizes shall be garden related.
· The refreshment chair shall be responsible for providing the door prizes.
· Cleanup after the meeting is adjourned.
4. The budget for the Refreshments Committee is established by the Board of Directors. In order to be reimbursed for expenses, contact the current treasurer.
SECRETARY
-Standing Rules-
Revised June 2018
1. Article VII - Section 4. The Secretary shall keep records of all Board of Directors meetings and record all general membership meeting votes.
2. Board of Directors meeting minutes:
· A draft of the minutes of any Board meeting shall be provided to the President within one week of the meeting date for review and reference.
· Shall be electronically distributed to Board members at least two days prior to the next Board meeting.
· Additions and corrections shall be proposed at the next Board meeting prior to approval vote.
· An approved copy of each meeting’s minutes shall be maintained in the Secretary’s manual / binder for the year.
· Minutes from the previous year shall also be included in the Secretary’s manual / binder.
· The manual / binder containing minutes from the Board Meeting shall be brought to each Board meeting.
· Record retention shall include: all agendas from General Membership Meetings and Board meetings; Board Meeting minutes; records of all General Membership Meeting votes; all financial reports, correspondence, etc.
· Records older than two years shall be given to the Storage Unit Chair for permanent retention
3. The Secretary shall prepare BRS correspondence as directed.
SILENT ROSE AUCTION CHAIR
-Standing Rules-
Revised October 2015
1. A Silent Rose Auction may be held at each monthly General Membership Meeting.
2. This position is appointed by the President in January.
3. Responsibilities shall include:
· Submit an article for each monthly Newsletter promoting the next Silent Rose Auction.
· Articles should include information regarding requests for donations of roses and recap of previous month’s silent auction (income amount and rose donors’ names).
· May seek rose donations from area nurseries
· Set up sales tables before the General Membership Meeting starts
· Prepare bidding sheets and pencils for each rose to be auctioned.
· During the meeting, give a brief description of the roses being auctioned.
· Announce the close of auction bids 5 minutes after the meeting is adjourned by using the microphone.
· Collect money from winning bidders.
· Complete reconciliation form.
· Turn in reconciliation form (see attached), accompanied by money and bid sheets to treasurer.
4. If funds are needed for expenses relating to the rose auction, a written request must be submitted to the Board of Directors for approval in advance of spending.
STORAGE UNIT CHAIR
-Standing Rules-
Revised June 2018
PURPOSE - To have a permanent single location for storage and protection of all Butte Rose Society properties. Only items owned by BRS are to be stored in this facility. This solves the problem of individual members having to personally store BRS properties which could otherwise constantly change from year to year as committee chairs and officers change.
1. The Butte Rose Society rents a storage unit at All American Self Storage, 2300 Dr. Martin Luther King Jr. Parkway in Chico. (891-8200).
2. The storage unit number is: See Storage Unit Chair
3. The password to the gate is: See Storage Unit Chair
4. There are three keys to the unit. The lock on the door belongs to the Butte Rose Society. One key is in the possession of the current Storage Unit Chairperson, the second key is in the possession of the President, and the third key is in the possession of Bill Reynolds (see #5 below).
5. In order to rent the storage space, the storage company required that an individual apply for the storage unit. Bill Reynolds did so and his personal data is still carried on the records at the storage company office and he is shown as the principle tenant. This is what was required when the unit was originally rented. It could be changed if deemed necessary by the Board of Directors. When the rental renewal comes due it is mailed to Bill Reynolds by the rental agency who then forwards it to the society treasurer for payment. Since Bill is the individual named on the lease, past boards have felt that Bill should retain access rights to protect his personal interests.
6. The rental fee fluctuates from year to year (meaning gradual increases from time to time). The current rental fee can be obtained by reviewing the society financial records or asking the treasurer for detailed information. The rental fee is included in the annual budget each year. By paying for a whole year at a time, BRS has been able to get a free month’s rent each year.
7. The Storage Unit Chair is appointed on an annual basis by the President in January.
TREASURER
-Standing Rules-
Revised December 2017
1. Bylaw Article II, Section 1 provides guidance from the Butte Rose Society Board of Directors related to expenditures of the Society:
The objectives of this Society are to study, foster and encourage the culture of roses in every practicable way and to exhibit roses of the highest quality possible.
In accordance with the Society’s tax exempt status, expenditures are approved only to meet the above stated objectives.
2. A preliminary annual budget is prepared by the Budget Committee.
The Budget Committee is comprised of the following incoming and outgoing positions:
President, Membership Director, Program Director, Newsletter Editor, Winter Pruning Chair, and Treasurer.
The Treasurer acts as Committee Chair. The proposed annual budget should be presented at the December board meeting for Board approval.
3. Treasurer will notify all committee chairs of their respective budgets annually.
4. Budget modifications are approved by the Board throughout the year as necessary.
5. Financial reports of actual expenditures compared with budgeted expenditures are submitted by the Treasurer to the Board throughout the year.
6. Expenditures are approved by the Treasurer in accordance with the overall Board approved budget upon receiving invoices, receipts, or Board approval documented in the Board minutes.
THE END OF THE BRS STANDING RULES.