By-Laws of the National Junior Horticultural Alumni Association
​ Article I — NAME
The name of this organization shall be "National Junior Horticultural Alumni Association.”
​
Article II — OBJECTIVES
The broad objectives of the association shall be to advance the interests of the youth of the National Junior Horticultural Association (NJHA). Within these broad objectives, the association has purposes that include:
     1.  To promote the interests of NJHA
     2. To promote friendly and fraternal feelings among the members
     3. To aid NJHA in recording and archiving the organization's history
     4. To aid in monetary ways when needed

​Article III – MEMBERSHIP
     1. Membership in the association shall be extended to all persons who have attended at least one NJHA Convention. 
     2. A membership fee shall be required in order to be active in the Alumni.
     3. The fee shall be determined by the executive committee as to what is deemed fair and reasonable.
     4. Members must be present to vote.  No proxy votes will be accepted.

Article IV — ELECTED OFFICERS
     1. Designation of Elected Officers. The slate of officers shall be recommended by the
        nominating committee; additional nominations may be accepted from the floor. The
        election of officers is determined by a majority vote of eligible members present at the
        annual meeting. These officers shall collectively be referred to as the Executive Committee.
            a. President
            b. Vice President
            c. Secretary
            d. Treasurer

     2. Qualifications for becoming an officer.  
            a. A member may hold an office if they have been active in the NJHA Alumni and present in meetings for the past two years.  
            b. No Member shall be an officer of the NJHA Alumni and an officer of NJHA concurrently.
            c. An office may be shared by two members if needed, but they will share one vote on the Executive Committee.

     3. Term of Office:  The Term of office for an elected, designated, or appointed officer shall commence after the current term of one year and may continue until the successor has been  elected, designated, or appointed.  Appointments and election to offices shall begin after the annual Meeting or at the end of an Annual Convention, whichever is later.  For those leaving office, their term will end after the annual Meeting or at the end of the Annual Convention, whichever is later.  If a physical convention is not held yearly, the beginning and ending of the term of office will be the end of the Alumni meeting.  Vacancy in Elected Office. Whenever a vacancy shall occur in an elected office for other than expiration of term of the incumbent officer, the vacancy shall be fill in the following manner:
​            a. If the vacancy occurs in the office of the President, the executive committee shall appoint an active member to the office of President until the next annual election. 
            b. If the vacancy occurs in either the position of secretary, treasurer or Vice President, the executive committee shall appoint an active member to fill the vacancy until the next annual election.    
​
​Article V — DUTIES OF ELECTED OFFICERS 
     1. President 
          a. Preside at the annual business meeting 
            b. Set the agenda and conducts all Executive Committee Meetings 
            c. Creates special committees as needed with Executive Committee approval 
            d. Appoint Chairs of all special committees Shall be a member of the Executive Committee 
            e. May serve on all committees 
            f. Attend annual Board of Trustees meeting as a voting member to represent the interests and purpose of the Alumni and give an                     annual report to the Board of Trustees. 
            g. Shall be a member of the NJHF executive committee. 
         2. Vice President 
          a. Preside at the annual business meeting in the absence of the president. 
            b. Assist the president with developing the agenda. 
            c. Shall be a member of the Executive Committee. 
            d. Shall be a member of the Promotions and Publicity Committee. 
            e. Shall be a member of the Constitution and By-Laws Committee and will review it on an annual basis
     3. Secretary 
            a. Shall record minutes at all meetings of the NJHA Alumni. 
            b. The minutes of the annual meeting shall be sent to the executive committee within 30 days of the annual business meeting. 
            c. Record attendance at all meetings. 
            d. Shall maintain all minutes for the NJHA Alumni Association. 
            e. Report Alumni activities and meeting minutes to the Executive Secretary. 
            f. Shall be a member of the Executive Committee. 
            g. Shall be a member of the Special Events Committee. 
            h. Shall be a member of the History and Membership Committee- 
       4. Treasurer 
            a. Shall keep an accurate ledger of all transactions made by the Alumni Association 
            b. Shall be a member of the Executive Committee. 
            c. Shall be a member of the Fundraising Committee. 
            d. Shall be a member of the Awards and Recognition Committee.  

Article VI — COMMITTEES AND APPOINTMENTS
      1. Standing Committees.  The president shall appoint the following committees, which are continuous committees, established to advise the administrative and organizational affairs of the association.
            a. Constitution and By-Laws Committee will review by-laws prior to the annual meeting and propose updates and changes as needed.
            b. Special Events Committee will plan and coordinate special events as needed.
            c. Nomination and Election Committee will propose a slate of officers at the annual meeting.
            d. Education and Scholarship Committee Chair will receive scholarship receipts and select winners as needed.
            e. Awards and Recognition Committee will select receipts and present awards as deemed necessary at the annual convention.
            f. Fundraising Committee will conduct at least one fundraising event annually.
            g. Promotion and Publicity will market and recruit NJHA, as well as Alumni members to join the Alumni organization. 
            h. History and Membership Committee will collect historical artifacts to give to the NJHA historian.
       2. Standing Appointments. The president shall appoint the following offices for the NJHA Alumni’s needs to fulfill its’ objectives.
       3. Special Committees. The president may appoint these committees as needed to report on the various aspects of the organization's objectives.

Article VII — MEETINGS OF THE ASSOCATION
       1. Annual Meetings. The annual meeting may be held at the Annual Convention of NJHA.
       2. At all annual meetings, the attending paid members as designated in Article Ill shall constitute a quorum.
       3. Executive Meetings. Any meetings held by the Executive Committee can be called by the president, as long as a majority of the members are present.
       4. Meetings of the Alumni and all committees may be held in person or via electronic communication (video or audio) that allows for direct verification of identity for voting purposes.  

Article VIII - FISCAL YEAR
The fiscal year of the association shall be from January 1 to December 31.

Article IX –AMENDMENTS
     1. Procedure. The by-laws may be amended by a majority of the paid members present at the annual meeting of the association; each member will be given a copy of the by-laws to review. The Executive Committee shall receive amendments at least 15 days prior to the annual business meeting of the Alumni Association.
       2. Effective Date. These by-laws shall take effect the day following adjournment of the meeting at which they are adopted.

Article X- Code of Conduct
     Section 1: Members will be expected to follow the code of conduct at all NJHA activities as follows:
           a. Treat all people and property with respect, courtesy, consideration and compassion at all times.
           b. Bullying and/or harassment of any kind will not and shall not be tolerated by anyone.
           c. Being honest and not taking unfair advantage of others.
           d. Refraining from loud, boisterous talk, putdowns, insults, name calling, swearing and other language or nonverbal conduct likely to offend, hurt or set a bad example.                                       
           e. Demonstrating professionalism at events and meetings.
           f. Attending meetings promptly with all Association policies and procedures.
           g. Teach and model kindness and compassion for others. 
           h. Recognize that all people have skills and talents which can be used to help others and improve the community. 
           i. Teach and foster teamwork and discourage selfishness. 
           j. Practice fair-mindedness by being open to ideas, suggestions and opinions of others. 
           k. Decisions will be made fairly and treat all individuals and families with impartiality.   
           l. Obey laws and rules as an obligation of being a good citizen. 
           m. Not use alcohol or illegal substances (or be under the influence) while working with or participating in any part of NJHA.  
           n. Provide a safe environment for all parties involved in or with NJHA. 
           o. Any member who encounters these actions from any NJHA/NJHF members, parents, adults, attendees, leaders and other advisors shall report any issues to the NJHF Chair.

Section 2: Members who do not abide by the code of conduct, may receive the following consequences: 
           a.  Be asked to explain actions to the NJHF Executive Committee. 
           b. Be dismissed from an event at own expense.
           c. Further disciplinary action determined by the NJHF Executive Committee, which may include: 
                i. restriction from contacting NJHA families, volunteers, donors, and/or sponsors pertaining to any NJHA matter 
                ii. becoming ineligible to attend any further NJHA activities  family may become ineligible to participate in NJHA Programs and Contests 
                iii. Reimburse the proper entity for any property damage or for liability resulting from inappropriate actions.
                iv. In the case of vandalism, guilty party may be required to reimburse NJHA and/or the facility.

Revised 10/2020