BSOP Policies & Guidelines
Updated August 2023
ADMINISTRATION
Insurance
The Society will carry liability insurance for BSOP and for Directors and Officers. It is the responsibility of the Executive Board to obtain and maintain all required insurance.
Facilities
BSOP rents space for programs and special events. Locating appropriate facilities, negotiating lease terms and signing the lease is the responsibility of the Executive Board, with input from the membership. Currently BSOP leases the Milwaukie Center (MC) for programs and events. Use of these facilities is contingent on following MC and BSOP policies and guidelines.
Library
BSOP maintains a large lending library which is available to all members in good standing who provide complete contact information, including email, telephone and home address. Items may be checked out at regular Tuesday night meetings and occasional other dates when access is possible, to be returned at the next regular Tuesday night meeting. Items may be renewed for one additional month. Lost items must be replaced by the borrower or a fine paid equivalent to replacement cost. BSOP will continue to subscribe to the primary Bonsai magazines, including Bonsai Focus, Bonsai & Stone Appreciation (BCI), International Bonsai and the Journal of the American Bonsai Society, and will, from time to time, purchase new material.
Logo Use
The BSOP logo may be used only on official BSOP websites, brochures or other products. Use of the BSOP logo may be granted to individuals or organization for non-commercial purposes. The logo cannot be placed on a product which is offered for sale, unless it is a BSOP product. Approval of requests for logo use will be the responsibility of the Executive Board.
Subgroups
BSOP may sanction approved subgroups that serve or extend the mission of BSOP. Each subgroup must be approved by the BSOP Executive Board. The group list will be reviewed and renewed by each incoming Executive Board. BSOP may provide meeting space for each group but whenever possible each should attempt to pay their own meeting costs. Approved subgroups of BSOP currently consist of:
• Mentorship
Web
The website will be organized into three sections: a public section, a members’ only section with password access, and an Executive Board section, also password protected.
• The public section will be maintained by the webmaster and provide a suitable variety of news and information. Information on how to join BSOP and the benefits of Society membership will be included. Care should be taken that this section contains timely material, particularly announcements of upcoming events.
• The Member section will include information not suitable for public distribution, such as member contact information, and may also include discussion forum and other content.
• The Executive Board section will include content intended for conducting BSOP business, such as minutes, agendas and materials to be considered for discussion and decision. Any archives of club documents will be accessible via this section.
Article contributors are responsible for all content they post or edit. That includes accuracy in spelling, grammar and accurate attribution of information posted. The webmaster will review, make edits if necessary and post the article with appropriate category tags and member name.
COMMUNICATIONS
Notice of events may be sent to club members via a variety of means, including the monthly newsletter and email. For non BSOP events the Society may provide courtesy announcements via email. These non-BSOP announcements will be labeled as such and will stipulate that the event is not an official BSOP event.
Newsletter
The newsletter is a benefit of membership as well as a vehicle for BSOP promotion. The current newsletter will be available on the public portion of the BSOP website as well as sent to members directly. Back issues of the newsletter will be available on the members’ only section of the website.
Advertisements in Newsletter and Email
As a service to our membership, BSOP members with bonsai related businesses may place up to ½ page advertisement in the newsletter at no charge. Ready-to-print copy must be presented to Newsletter Editor 30 days in advance of the newsletter deadline, in editable format (Word or Publisher). Advertising copy must be reviewed and renewed annually by member and Editor. Non-members who wish to advertise must first join the Society. Personal one-time ads for such things as home sales may be presented to the Membership Chair for distribution via email on a space/time available basis. Please allow a minimum of 14 days notice.
Resource List
The Second VP, Membership Chair shall create a list of resources to be posted to the club website and sent to each new member when they join the Society. The purpose of the list is to provide information to the membership. Inclusion on the list should not be considered an endorsement by BSOP, and a statement to that effect should be indicated on the list. The list should be updated annually. Additional resources may be added upon approval of the Executive Board.
MONTHLY MEETINGS
Honoraria
Except for presenting the featured program at a BSOP or BSOP sub-group meeting, all personal effort put forth by BSOP members performing various management and organizational duties for the club is freely volunteered without expectation of remuneration or personal benefit of any kind. Honoraria for specific program participation shall be at the discretion of the Executive Board.
Materials sold at meetings, events
Sale of plants and Bonsai related materials at the meetings is a benefit to club members. The Executive Board may limit material provided for sale if necessary due to space constraints or to comply with BSOP or MC policies. The following policies apply:
• All material to be sold should be placed on designated tables. Table use for the each meeting will be confirmed in advance with the VP of Programs.
• All sales must be conducted before or after the meeting, not during the meeting or program.
• No percentage of the sales will be taken by the club, although contributions are welcome and help defray club costs.
• Vendors who have consistently displayed at monthly meetings will have priority for table space, followed by members.
• Vendors are asked to use the south entry door in order to reduce congestion and to complete their set up by 5:45 and be cleared out of MC by 9:15.
• Vendors are responsible for the security of their tables and clean up of any debris on or around their tables as well as on MC carts if they use them.
• Questions or concerns should be communicated to the Vice President of Programs.
Raffle
One raffle ticket will be provided to each monthly meeting attendee at no charge, if suitable material is available for a raffle. Additional tickets will be offered for sale. Proceeds will accrue to BSOP General Fund.
Set-up and Storage
BSOP cabinets on the stage are for library and hospitality primarily. At the end of each meeting, we will leave nothing on top of the cabinets or on the stage, except the cabinets and what is in the cabinets.
The green folding carts are stored in the BSOP shed and are readily available for use to transport items to the meeting space and then back again. One of the first duties of set up is to go to the shed, open the carts and fill them with the items needed for the meeting.
After meeting set-up, the carts should be put near the entrance to MC for member use before meetings.
After meetings the green folding carts should be reserved for breakdown. Therefore, when members are through loading in before the meeting, carts should be hidden behind the farthest pool table with signs that say “DO NOT USE – Reserved for BSOP breakdown”
Immediately after the meeting, one green folding cart goes to the raffle area to be filled first with raffle items and then it and the other cart go to near the stage to be filled with whatever needs to be stored in the shed. The green folding carts should then be taken to the shed and if there is room, left filled and staged for the next meeting.
Once all necessary items have been stored in the shed, make sure it is locked.
MEMBERSHIP
Dues and fees
Membership dues and fees are established by the Executive Board and are reviewed annually. Current annual dues are as follows:
• Individual member: $30
• Family member: $40
Visitors are welcome to attend up to three club meetings, after which it is expected they will join the club.
Membership Renewal
Procedures and timing of membership renewal notices may be at the discretion of the 2nd Vice President in charge of Membership.
Hardship Renewal
The Vice President of Membership may, at their sole discretion, offer free renewal to members who are unable to renew their membership due to financial hardship. Said member(s) should be regular participants at monthly BSOP meetings and/or sub-group meetings. The VP of Membership will report to the Executive Board the number of hardship renewals that have been issued each year, but the names of said member(s) will remain confidential.
Honorary members
The Executive Board may accept nominations for Honorary Membership in BSOP for annual review and action as determined appropriate. Criteria for this distinction shall be members who have contributed significantly to the Society, providing outstanding leadership and/or dedicated service to BSOP. The honor shall be commemorated by a plaque recognizing the honoree’s contribution to the Society. Honorary membership is considered to be a lifetime membership, and annual payment of dues is at the member’s discretion. Presentation of the honor is suggested to be at the Annual Meeting in January, but may be at any time at the discretion of the Executive Board.
Volunteer Recognition
The Executive Board may recognize the outstanding contributions of volunteers to BSOP annually, as considered appropriate. Recognition shall be commemorated by a medal, engraved with the name of the recipient and the year presented. The presentation will generally be at the Annual Meeting in January, but may be at any time at the discretion of the Executive Board. Criteria for selecting outstanding volunteers shall be:
• Active membership in BSOP,
• Not an Executive Board member or Honorary Member,
• Not have received outstanding volunteer recognition in the past 5 years, and
• Have demonstrated a strong commitment to the BSOP by contributing an extraordinary amount of time and effort for various duties on behalf of the club.
The Executive Board members may nominate members who meet the above criteria to receive recognition, and selection will be by secret ballot of the Executive Board. Generally, awards should be limited to 1 to 3 people per year.
PROGRAMS
Ambassador Program
The Ambassador Program provides speakers knowledgeable about bonsai history, design, care and maintenance for groups who request it.
The BSOP Board appoints the chair of the Ambassador Program and he or she may recruit others to assist with the work. The Ambassador Program identifies knowledgeable BSOP members who would be good ambassadors for bonsai and maintains a list of people to call on when speakers are requested.
While serving as an Ambassador on behalf of BSOP, BSOP members may not directly promote or recruit for their own personal Bonsai businesses. They should respond to queries about further training by advising interested persons that as BSOP members they would have access to resources such as programs, lists of local professionals offering instruction, and vendors offering plants, pots and materials.
Heritage Program
The Heritage Program provides care for members’ bonsai collections in the event of an emergency, sickness, age deterioration, or death. On occasion, this service is also provided for non-members.
The BSOP agrees to provide, through the Heritage Program, the services as outlined in this document. The Heritage Program assumes the responsibility for the care of the member’s trees, but neither the BSOP nor the Heritage Program assumes any liability in the performance of these services.
How It Works:
• A member in need (or their designated representative) contacts the Heritage Program committee via the BSOP Board. Urgency is a key issue. Contacts must be followed up as soon as possible and plans carried out with diligence.
• The member (or representative) will be visited by a Heritage Program representative and a plan for care and/or disposition will be prepared and discussed with the owner. The member will always be in complete control.
• Once an agreement is reached, the Heritage Program will carry out the plan as soon as feasible.
Temporary Care:
• It is the goal of the Heritage Program to keep the trees alive and healthy, not to groom or style them.
• For short-term temporary care, the Heritage Program will arrange for care at the member’s home. When assigned, Heritage Program caregivers assume responsibility,
but not liability, for the trees. They will be given a list of trees and will be responsible for an accounting for all trees or bonsai related materials involved.
Care by Heritage Program with Disposition by owner:
• The Heritage Program will arrange for care at the owner’s home. When assigned, Heritage Program caregivers assume responsibility, but not liability, for the trees. It is the goal of the Heritage Program to keep the trees alive and healthy, not to groom or style them.
• All donations or sales of bonsai or related materials will be the responsibility of the owner. The Heritage Program will assist the owner as needed, including announcements in the newsletter or by email.
Disposition by BSOP Heritage Program":
• The owner decides which materials to dispose of and will be able to make changes up to the time of disposition. Any changes are to be reported to the Heritage Program Committee.
• The Heritage Program will inventory, number and record the collection and materials to be disposed of at the outset. These records will be agreed to by the owner. During care and disposition, it is imperative to relay accurate information to the Heritage Program Committee so that an accounting can be provided to the owner.
• If the size of a collection is large, it may be necessary to group items for sale. All items will be reviewed to identify any high value items to be singled out, recorded and sold individually. The remaining will be grouped; for example, 100 assorted magazines, 35 assorted books, 62 assorted pots.
• Collections are to be disposed of as rapidly as possible. The usual method of disposal would be to include bonsai and materials in the silent auction at the earliest possible regular BSOP meeting.
• The owner can decide to give away materials up until they are sold at auction. Gifts to
Heritage Program caregivers are discouraged, but should a gift be offered to the Heritage Program caregiver, it is okay for the caregiver to accept. Any gifts are to be reported by the recipient to the Heritage Program Committee for accounting purposes.
• If necessary or desired by the owner, the Heritage Program will pick up the trees and care for them until sold.
Sales:
A sales report will be provided to the owner and proceeds distributed to the owner once all materials have been sold.
All sale proceeds for items processed through The Heritage Program for members will be split 80% to the BSOP member and 20% to BSOP. For non-members the items processed through The Heritage Program will be split 50% to the owner and 50% to BSOP.
Organization:
BSOP will appoint chairperson(s) with overall responsibility for the program to serve as the contact for members. The chairperson(s) may recruit other committee members to assist with the work, including:
• Record keepers
• Care-givers to provide service at the member’s home
• Care-givers to pick up and maintain materials until they can be disposed • People to assist with the transportation of materials
Mentorship Program
The Bonsai Society of Portland (BSOP) Mentorship Program provides education and training in the art of bonsai for its members in a manner consistent with its non-profit status. Various classes and workshops have been developed to address the varying skill levels of BSOP members.
The Board appoints the chairperson of the Mentorship committee, who then recruits committee members to help with development of the curriculum, recruiting and registering students and mentors, producing materials for the classes, and teaching classes for various skill levels.
The curricula reflect current best practices in bonsai and are updated periodically to ensure this is the case.
Eligibility:
Mentorship courses are offered as a benefit for current members of BSOP so students must be members in good standing for the duration of the classes.
Registration for classes will be announced on the BSOP website and/or by email distributed to all members and/or by announcement at general meetings. Participation will be in part determined on first-come-first-served basis and in part with consideration of length of membership and other factors relevant to the specific course.
Class Fee:
Fees for each class will be established by the Mentorship Committee to support the provision of class materials and the payment by BSOP for use of the facility.
Participant Responsibilitie:
Participants in all Mentorship Classes are expected to:
• Attend all sessions or inform the teachers in advance in cases where absence is unavoidable;
• Pay all fees on time;
• Help with room set-up and clean up after the class; and
• Be respectful of teachers and other class members.
Details of the operation of each mentorship class or workshop may be provided in other documents, including numbers of students, methods of student selection, qualifications of students and mentors, and specifics on fees and attendance requirements of the individual program.
SPECIAL EVENTS
Classes and Workshops
Classes and workshops are to be self-supportive to the extent possible. Priority for admission will be given to BSOP members, but non-members may be allowed if space is available. Fees charged will cover all costs associated with the event, including guest artist travel, lodging and honorarium; space rental fees and any supplies necessary. Society members may attend workshops as silent observers at a reduced fee established by event coordinator.
Materials for demonstrations by paid guest artists shall be provided by BSOP rather than an individual BSOP member, and shall be the property of BSOP after the demonstration. The material will be adequately maintained by a BSOP member appointed by the Board, and disposed of in a timely manner at a suitable auction event as identified by the Board with proceeds reverting to the BSOP treasury.
As an alternative, the guest artist may provide their own demo material, which will then be owned by the artist for disposition as they choose.
Holiday party
Each year BSOP will organize a holiday party, which will take place in December instead of the regular meeting. The party will be organized and managed by a committee appointed by the Executive Board. This committee will select the schedule, venue, menu, etc., and will organize the auction associated with this event. The Board will designate the total number of auction items, any limitations on items per member, and the percentage to be charged by BSOP. The committee will be responsible for identification of items for the silent versus oral auction.
Summer Picnic
In lieu of an August regular meeting, BSOP will organize a potluck picnic and barbecue at an appropriate location. The picnic will be organized by a volunteer committee appointed by the Executive Board. This committee will set the time, place, menu and program for the picnic. The focus will be on fun and community.
Alcohol
BSOP will not provide any form of alcohol at BSOP events, unless the Executive Board authorizes alcohol as part of special events that are catered by firms or businesses meeting all applicable state regulations. The Executive Board may also obtain a license to consume alcohol for potluck events where members can bring their beverage of choice.