Oklahoma Orchid Society Constitution

Originated 1950

Last Revision:  October 2006

 

ARTICLE I – NAME AND ADDRESS

 

The name of this Society shall be:  Oklahoma Orchid Society, Inc.  The address shall be:  Oklahoma City, Oklahoma

 

ARTICLE II – PURPOSE OF SOCIETY

 

The purpose of this society shall be:  to bring together persons interested in orchids; to promote interest in orchid culture; to encourage all orchid activities of interest to the enthusiast including the holding of orchid shows; to procure and disseminate among its members information as the methods of culture, hybridization, and propagation; to exchange pollen, seeds, plant, materials, and information as to sources of supplies used in orchid culture.

 

ARTICLE III – MEMBERSHIP

 

Membership in this Society shall be of three classes:  Active, Honorary Active, and Honorary.  Only Active and Honorary Active members in good standing shall have voting privileges.

 

ARTICLE IV – OFFICERS

 

The officers of this Society shall be a President, a Vice-President, a Secretary, and a Treasurer, who shall be elected at the October meeting in each year and shall hold office until such officer’s successor is elected and qualified or until such officer’s earlier resignation or removal.

 

ARTICLE V – BOARD OF TRUSTEES

 

The Board of Trustees shall consist of the officers of the Society, the retiring President and two elected trustees.  The elected trustees shall serve for a period of 2 years.  One to be elected each year.  Each trustee shall hold office as set out herein until their successor is elected and qualified or until such trustee’s earlier resignation or removal.  It shall be the duty of the Board of Trustees to administer the affairs of the Society in accordance with the provisions of this Constitution, such By-Laws as may be adopted by the Society and the instructions of the Society not inconsistent therewith.  The Board of Trustees shall meet as required to resolve matters pertinent to the benefit of the society, at the direction of the President.

 

ARTICLE VI – MEETINGS

 

Meetings shall be held in conformity with the provisions of the By-Laws.

 

ARTICLE VII – EXHIBITS AND AWARDS

 

The Society shall have authority to hold exhibits and to issue awards in conformity with the provision of the By-Laws.

 

ARTICLE VIII – AMENDMENTS

 

Any proposed amendment to this constitution shall be signed by three (3) or more members and submitted in writing to the Secretary prior to a meeting of the Society.  The Secretary shall furnish each member of the Society a copy of the proposed amendment.  After such notice, the proposed amendment shall become a part of the Constitution if, at a subsequent meeting, it is approved by a three-fourths majority of the members present and voting.

 

OKLAHOMA ORCHID SOCIETY, INC.

BY-LAWS

Last Revision:  October 2006

 

SECTION 1 – QUORUM FOR CONDUCTING BUSINESS

 

One-fourth of all regular members shall constitute a quorum at any meeting of the Society, for the transaction of business.  At a meeting of the Board of Trustees, a quorum shall consist of a majority of the whole Board.

SECTION 2 – MEMBERSHIPS

 

A.                 ACTIVE MEMBERSHIP:  Application for active membership shall be made in writing or verbally to any member of the Society, and acceptance is automatic upon payment of the membership dues.

 

B.                 HONORARY MEMBERSHIPS:  There shall be two classes of honorary memberships:  an Honorary Annual Membership, with no voting privileges; and an Honorary Lifetime Membership, wherein voting privileges may be exercised only if such membership is active.  Any member wishing to propose the name of a person for either class of honorary membership shall do so by:

 

1.       Stating the name, address, business connection and reasons for such a proposal in writing;

 

2.      Submit it to any Society officer, Board member, or the Membership Committee Chairman prior to the opening of meeting; and

 

3.      Voting shall be by verbal or written ballot, and an affirmative of at least seventy-five (75%) of the votes shall constitute election to Honorary Annual Membership or Honorary Lifetime Membership.  Annual Honorary Members may be re-elected for a subsequent year at the March or April meeting without formality.  Upon being so elected, a suitable letter shall be sent by the Membership Chairman denoting such honor.

 

C.                 Only active members in good standing and active Honorary Lifetime Members shall have voting privileges.                                       

 

 

SECTION 3 – ELECTION OF OFFICERS

 

Names may be proposed for office by a Nominating Committee and also by nomination from the floor. Nominations shall be presented to the membership for consideration at the regular October meeting each year.

 

At the October meeting the Election of Offices shall be held by either verbal or written ballot with a majority of the votes cast necessary to elect.  In case no majority is received on the first ballot, the two candidates receiving the highest number of votes shall compete in a run-off.  No vote of a member of the Society shall be made by proxy.

 

The term of office shall be from January 1 to December 31, except in the case of election during the interim, the officer so elected shall assume his/her duties immediately and serve until December 31.

 

SECTION 4 – OFFICERS

 

PRESIDENT:  The President shall preside at meetings of the Society and Board of Trustees, and see that the Constitution and By-Laws are enforced.  He/she shall have general supervision over the conduct and affairs of the Society and, together with the Treasurer, shall countersign all bank accounts, contracts and agreements previously approved by the Board of Trustees.  He/she shall appoint the chairmen of all committees.

 

VICE-PRESIDENT:  In the absence of the President, the Vice-President shall substitute for the President.  The Vice-President shall also serve as Program Committee Chairman.

 

SECRETARY:  The Secretary shall prepare and send a monthly bulletin to all members, handle correspondence of the Society, maintain copies of Correspondence and minutes of all meetings, and shall report to the American Orchid Society with respect to these meetings when Society business contains issues of interest which should be brought to the attention on the national level.

 

TREASURER:  The Treasurer shall be held responsible for the financial records of the Society.  He/she shall collect and hold all monies received, issue and sign all checks in payment of disbursements previously approved by Board of Trustees, and issue notices for dues.  He/she shall provide an updated membership list to the Secretary by March 1 of each year.  He/she shall maintain adequate records and at the close of each quarter, furnish the Board of Trustees with a detailed report of the financial condition of the Society.

 

Any vacancy occurring in this office in the Society shall be filled by the Board of Trustees.

 

SECTION 5 – MEETINGS

 

Meetings shall be held once a month, except that no regular meeting will be held during the month of December.  The Board of Trustees shall arrange for general regular meetings as practical.  A special meeting may be called by the Board of Trustees at any time.  At least four (4) days notice of all meetings shall be given the members by mail to their last know postal office address.

 

SECTION 6 – EXHIBITIONS

 

Exhibits will be scheduled and arranged by the Show Committee hereinafter provided for.

 

SECTION 7 – STANDING COMMITTEES

 

A.      MEMBERSHIP COMMITTEE:  The Membership Committee consisting of at least three (3)  members including the chairman, shall carry out the duty of promoting and obtaining new members.    

 

B.                 PROGRAM COMMITTEE:  The Program Committee shall consist of at least three (3) members, including the Chairman, who is the current Vice-President, and whose duty shall be to arrange suitable and interesting programs for the Society, including notification to participants.

 

C.                 SHOW COMMITTEE:  The Show Committee shall consist of at least three (3) members including the Chairman, whose duty shall be to arrange for, and conduct such shows as the Society may authorize.  The current President shall name the Show Committee Chairman for the coming year, who shall also serve as a current Show Committee member.

 

D.                PUBLICITY COMMITTEE:  The Publicity Committee shall consist of at least three (3) members whose duty shall consist of notifying newspapers of meetings, seeking publicity for all Society activities and the furtherance of orchid culture in general.

 

E.                 CONSERVATION COMMITTEE:  The Conservation Committee shall consist of at least three (3) members whose duty shall be to cooperate and further promote conservation in the field of orchid propagation.

 


SECTION 8 – SPECIAL COMMITTEES

 

The President may appoint members of the Society to serve on any special committee as required.

 

SECTION 9 – RESIGNATIONS

 

If at any time a member wished to resign from the Society, he/she shall give notice of his/her intentions in writing to the Secretary, who shall notify the Society of such resignation at the next meeting.  No refund of dues shall be made if a member resigns.

 

SECTION 10 – DUES

 

The annual dues of the Society shall be on a calendar year basis beginning January 1st and ending December 31st.  The annual dues for the Society shall be $20.00 for single and $25.00 for family membership.  Members who are related but not residing at the same address shall be regarded as separate memberships.  Dues shall be construed as delinquent if not paid in the full annual amount before the last day of December and such members may be placed on the inactive list.

 

SECTION 11 – MEMBERSHIP DIRECTORY (ROSTER)

 

The Secretary shall furnish (either personally or by entrustment) each member of the Society a Directory (Roster) with the name, address, and telephone number of every member of the Society by April 1 of each year.

SECTION 12 – ORDER OF BUSINESS

 

The order of business at meetings of the Society may be varied at the discretion of the presiding officer.  Normally it should be as follows:

1.                   Meeting called to order

2.                  Introduction of guests

3.                  Approval of minutes of previous meeting

4.                  Treasurer’s report

5.                  Old business

6.                  New business

7.                  Reports:

a.      Great Plains Judging Center

b.     AOS Representative

c.      OKS Representative

d.     Show Chairperson

e.      Other Reports

8.                  Program

9.                  Show & Tell

10.               Refreshments

11.                Sales Plants

12.               Raffle Plants

13.               Adjournment

 

SECTION 13 – PROCEDURE

 

Robert’s Rules of Order shall govern parliamentary procedure

 

SECTION 15 – AFFILIATIONS

 

1.                   AFFILIATION WITH AMERICAN ORCHID SOCIETY:  This Society shall be affiliated with the American Orchid Society and shall cooperate with it in the promotion of the study and growing of orchids.

 

2.                  AFFILIATION WITH SOUTHWEST REGIONAL ORCHID GROWERS ASSOCIATION:  this Society shall be affiliated with the Southwest Regional Orchid Growers Association.  Directors are to serve for a term of two years with the incoming President each year to be the new Director.  In the event a President is reelected to succeed himself/herself, then the Society shall elect a new Director to fill the unexpired one-year term.

 

3.                  AFFILIATION WITH THE ORCHID DIGEST:  This Society shall be affiliated with the Orchid Digest.

 

4.                  AFFILIATION WITH OKLAHOMA CITY COUNCIL OF GARDEN CLUBS:  This Society shall be affiliated with the Oklahoma City Council of Garden Clubs.

 

5.                  AFFILIATION WITH THE NATURE CONSERVANCY:  This Society shall be affiliated with the Nature Conservancy.

 

6.                  AFFILATION WITH THE OKLAHOMA NATIVE PLANT SOCIETY:  This Society shall be affiliated with the Oklahoma Native Plant Society.

 

FORM TO BE ATTACHED TO PROPOSED AMENDMENTS TO THE CONSTITUTION

(form may be photocopied, if desired)

 

 

TO:  Secretary, Oklahoma Orchid Society, Inc.

 

 

DATE:_____________________________________________________________________

 

It is proposed by the undersigned that amendments to the Articles of the Constitution and/or to the Bylaws of the Oklahoma Orchid Society be made as set out on the attached document.

 

We ask that the Secretary furnish each member of the Society a copy of the proposed amendments in accordance with the Constitution and Bylaws of the Society so that voting upon the proposed amendments can take place at the next regular meeting of members.

 

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Signature of Member

 

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Signature of Member

 

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Signature of Member