Article I Name
La Plata Community Garden Club
Article II Object
The purpose of this club is to educate members in home gardening and to encourage an interest in all its phases and to promote conservation, preservation and civic beautification of our community. It shall be organized on a not-for-profit basis.
Article III Membership
The membership of this Club shall be limited to 40 members.
All members must pay annual dues.
Membership is open to men and women.
Active Status
An active member shall be anyone who is interested in the purposes of the club and willing to participate in the various club activities.
An active member must serve on a committee.
Guests are welcome to attend 2 meetings, after which they must submit an application for membership.
Associate Status
An associate membership shall be open to one who has been an active member for at least 5 years and is no longer in a position to fulfill the requirements for active membership.
Associate membership must be requested in writing and approved by the general membership.
Associate membership shall be limited to a total of ten (10) members.
An associate member shall pay $10.00 more in dues than an active member.
Article IV Dues
The dues for active and associate members shall be recommended by the Board and voted on by the full membership at the November meeting.
All members joining after May will be assessed on half of the annual dues.
The amount of dues will be listed in the Standing Rules.
Dues are to be paid by November 30th for the following year.
If a member has not paid their dues by January 15th, it shall be considered a resignation from the Club membership.
Article V Officers
The elected officers of this organization shall be President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer.
All elected officers shall serve a term of 2 years. An officer shall not succeed himself/herself.
The election of all officers shall be held at the November meeting and the new officers will be installed at that time and immediately assume their duties.
Vacancies in offices other than the Presidency shall be filled by the President, with approval of a majority of the Board.
Officers to be appointed by the President are the Parliamentarian and Delegates.
Article VII Meetings
The club shall meet on the 4th Thursday evening of the month, unless otherwise designated. There shall be a total of nine (9) meetings a year. A majority of the voting membership shall constitute a quorum.
**The annual meeting shall be held in November.
Article VIII Executive Board
The Executive Board shall consist of the Officers, Advisor, Parliamentarian, Standing Committee Chairmen and Delegates. The Executive Board shall have general supervision over the affairs of the Club between its business meetings. It shall be subject to the orders of the Club and none of its acts shall conflict with action taken by the Club. The Executive Board will meet at the call of the President.
Article IX Committees
There shall be such committees, as the Executive Board deems necessary, each to be headed by a chairman appointed by the President. Each chairman shall select not less than two members for his/her committee.
Chairmen of Standing Committees shall include Conservation, Horticulture, Finance, Awards, Membership, Hospitality, Historian, Newsletter, Ways & Means, Yearbook/Programs, Telephone Tree, Birds and Special Projects.
Chairmen of Special Committees may be requested by the President to attend Board meetings.
In September of even years, the Club shall elect a Nominating Committee of three (3) members and shall elect the Chairman. It shall be the duty of this committee to nominate one candidate for each office to be filled at the Annual Meeting and to fully instruct the candidate for each office to be filled at the Annual Meeting and to fully instruct the candidate in the responsibilities of the office.
Article X Parliamentary Authority
The rules contained in the current Roberts Rules of Order, Revised shall govern in all cases in which they are applicable.
Article XI Amendments
These by-laws may be amended by the voting members present at any club meeting, provided such proposed amendments have been presented at a previous club meeting. The by-laws shall be reviewed as deemed necessary.
STANDING RULES
A record of attendance shall be kept by the Membership Chairperson.
Guests are welcome at all meetings unless otherwise specified.
A portion of each annual membership dues shall be sent to the Federated Garden Clubs of Maryland, Inc. on or before January 1st.
A Club year begins with the February meeting and ends with the November meeting.
Annual dues are: Active $25.00, Associate $35.00 and Couples $40.00.
DUTIES OF THE OFFICERS
President
· Direct all activities of the Club
· Preside at all meetings
· Prepare an agenda for each meeting
· In the absence of the Recording Secretary, appoint a temporary Recording Secretary for the meeting
· Appoint a Parliamentarian, Federation Delegates and Standing Committee Chairpersons
· Serve as an ex officio member of all committees except the Nominating Committee
· Attend District and State meeting as required
· Appoint an Audit Committee at the end of each fiscal year
Vice President
· Assume the responsibilities of the Club in the absence of the President
· Assist the President in carrying out the functions of the Club
· Serve on the Yearbook/Program Committee
· Must have a potential for assuming the Presidency
· Work closely with the President and all committees in preparation for the Presidency in the following term, if so requested by the Nominating Committee
Recording Secretary
· Maintain an accurate record of Club meetings
· Send the recorded minutes to the President within one week of General and Executive Board Meetings
· In the absence of the Membership Chairperson, keep a record of attendance at all Board and General Club Meetings
Corresponding Secretary
· Read correspondence deemed necessary by the President at the Executive Board and General Club meetings and conduct correspondence designated by the President
· Be responsible for mailing notices of the Executive Board meetings
· Mail newsletters to all members
· Keep a record of all member names to be sent to the Maryland Federation of Garden Clubs, Inc. and National Garden Clubs, Inc.
Treasurer
· Be responsible for the finances of the Club
· Prepare a yearly budget to be voted on by the Executive Board and General Membership at the February meeting
· Maintain all financial records for the annual Audit by the Finance Committee
· The Treasurer or President must sign all checks for Club expenses
Parliamentarian
· Advise the President on questions pertaining to parliamentary procedure and verify the correctness of the Club
· Serve on the Bylaws Committee when a revision of the Bylaws is necessary
Federation Delegates
· Represent the Club at District and State Meetings and give a report at the next General Club meeting.
· Expenses to attend these meetings shall be included in the annual budget
DUTIES OF THE CHAIRMEN OF COMMITTEES
1. Keep in touch with the corresponding State Chairman and each Club Chairman. Contact the State Chairman and each Club Chairman at least once a year. Attend all District General and Board Meetings.
2. Contact the corresponding State Chairman and each Club Chairman and advise the Director of planned activities. Send a copy of all correspondence directed to Club Presidents and/or State Board members to the Director.
3. Give a report at the Fall District meeting and at each Board Meeting.
4. Give the Treasurer an account of all authorized expenditures, including receipts.
