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Association of Education and Research
Greenhouse Curators
AERGC By-Laws
Revised Spring 2006
Purpose/ Mission
The Association of Education and Research Greenhouse Curators,
herein known as AERGC, is for the exchange of ideas and information
through organized channels with regard to the operation of institutional
greenhouse/controlled environment facilities involved in growing
plant materials for education, research and/or public outreach.
Membership
Membership consists primarily, but is not limited to, current
and former college and university staff. Interested individuals
from other types of institutions e.g. botanical gardens, research
and development firms, and industry representatives, are welcome
as members. Annual dues are required to gain membership and to
insure good standing.
Dues
Membership dues are collected to meet routine expenses of
communicating AERGC business. There will be no intention of realizing
a profit from member dues. Adjustment of dues can be suggested
by any member but must be accepted by a simple majority vote
of members in good standing. Access to AERGC funds will be through
a elected officer and their respective institution.
Officers
The officers shall consist of a Chairperson, Vice-Chairperson,
Secretary and a Treasurer. Nominations and elections will be
held prior to the annual meeting with terms commencing at the
annual meeting. The term of office will be for two years with
no restrictionfor re-election. In the event that an officer is
unable to serve out his/her term, a member currently serving
on any of the committees will be appointed by the remaining officers
to fill the position for the rest of the term.
Duties of the Elected officers are as follows:
Chairperson
>Communicate with membership as needed.
>Professionally represent the AERGC.
Vice-Chairperson
>Chairperson Elect
>Chair of the Election and Rules Committee
>Chair of the Special Projects/Development Committee
>Additional duties as requested by Chair.
Secretary
>Record and distribute meeting information.
>Chair of the Communications Committee.
Treasurer
>Maintain AERGC account
>Provide annual financial report to membership.
>Pay authorized expenses as needed.
>Chair of Membership Committee
>Chair of Finance Committee
Committees
The following standing committees with listed members exist
to perpetuate the AERGC mission. Committees will generally conduct
business electronically or at the annual meeting. Elected committee
members who are not AERGC officers serve two-year terms with
no term limitations. In the event that a committee member is
unable to serve out his/her term, the Chairperson will appoint
an AERGC member in good standing to fill the position for the
rest of the term. All committee business including topics for
discussion and procedure are open. Any AERGC member is encouraged
to provide input to committees.
Meeting Committee
Two members are elected to serve, of which one is a past
annual meeting host. Upon selection of site, the next meeting
host automatically becomes a third member if they are not an
electee. Members report and communicate directly to the chairperson.
Responsibilities:
>Assist Meeting Host in Annual Meeting planning.
>Work with Finance Committee and host to develop budget and
solicit sponsorship for both the meeting and the travel grant
(work with Special Project Committee on travel grant.)
>Assist in web site maintenance and updates of meeting information.
>Prepare documents, forms and information on Annual Meeting
for publication in newsletter.
>Prepare signage for Annual Meeting, including posters recognizing
sponsors.
>Prepare registration packets for Annual Meeting including
sponsor literature.
>Assist with on-site registration.
Communications Committee
Members are Secretary (committee chair) and three other elected
members.
Responsibilities:
>Assist Secretary in quarterly newsletter production by soliciting,
writing, and editing at least one article for each issue.
>Prepare information/photos/PDF file and related content for
AERGC web site
>Assist in web site maintenance and updates
>Assist Secretary in correspondence (e.g. acknowledgements
to meeting sponsors, speakers and vendors).
>Assist Meeting Committee in preparing documents, forms and
information for Annual Meeting.
>Work with other committees as needed for the production of
brochures and other communications.
Membership Committee
Two members are elected to serve. The Treasurer serves as
a third member sand committee chair. Members report to Treasurer.
Responsibilities:
>Prepare and disseminate materials for member recruitment
and retention.
>Manage mailing list (coordinate with Treasurer).
>Develop list of potential members.
>Develop recruitment plan.
>Produce annual Membership Directory.
Election and Rules
One member is elected to serve. The Vice-Chairperson serves
as the second member.
Responsibilities:
>Assist in preparing/mailing ballots for elections and issues.
>Prepare by-law amendments as required.
>Prepare articles for newsletter on elections and bylaw issues.
>Recieve and tabulate ballots and report results.
Development/Special Projects
Two members are elected to serve. The Vice-chairperson serves
as the third member and committee chair.
Responsibilities:
>Coordinate with Finance Committee for solicitation of sponsorships
for travel grants.
>Prepare application form/select deadline for travel grant
for publication in newsletter and web site.
>Receive applications and select recipients.
>Coordinate with Treasurer to send payment to recipients.
>Work with Finance Committee to establish AERGC Foundation.
> Prepare information/donation forms for the Foundation.
>Develop ad campaign to announce Foundation and solicit support.
>Address other projects as directed by membership.
FinanceCommittee
Two members are elected to serve. The Treasurer serves as
the third member and committee chair.
Responsibilities:
>Working with Meeting Committee and Annual Meeting
Committee to develop budget and solicit sponsorships for both
the Annual Meeting and the travel grant (work with Special Projects
Committee on travel grant).
>Assist Treasurer in collecting and updating Membership dues.
Assist Special Projects Committee in establishing a foundation
for AERGC.
>Assist Treasurer with other financial responsibilities as
needed.
Please send your comments and suggestions for the by-laws
to:
- Dann Adair
Greenhouse Application Specialist
Controlled Environments, Inc. (Conviron)
11465 Loftman Trail
North Branch, MN 55056
Toll Free: 888-368-9132
Voice/Fax: 651-213-6694
Cell: 612-309-1968
e-Mail: dadair@conviron.com
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