- ARTICLE I
- The name of this organization shall be the
Chesapeake Garden Club of Calvert County, Inc.
-
- ARTICLE II
- The purpose shall be to stimulate interest in
horticultural and civic improvements throughout the County; to
promote all phases of conservation and to aid in the protection of
trees, shrubs, wild flowers and birds, and to study in all its
aspects the fine art of gardening.
-
- ARTICLE III
- Membership
- Sec. 1 An active member shall be a resident
of Calvert County or a resident of an adjoining county.
- Sec. 2 A prospective member must have
attended at least three meetings of the Club, show an interest in
Club activities and have two sponsors that will mentor him/her in
the objectives of the Club.
- Sec. 3 Two sponsors shall present the name
of a prospective member to the Membership Chairman, and they, in
turn, shall present the name and qualifications to the Executive
Board for acceptance or rejection. A 2/3 majority is required for
acceptance.
- Sec. 4 The membership shall consist of
active members, who must:
- A.
Attend meetings regularly (at least 5 per year).
- B.
Serve on committees, accept office and/or perform any other
duties required.
- Sec. 5 The Executive
Committee may limit membership.
-
- ARTICLE IV
- Officers: Election and Term of Office and Vacancies
- Sec. 1 The officers of this organization
shall be President, Vice President, Recording Secretary,
Corresponding Secretary, and Treasurer.
- Sec. 2 All elected officers shall serve a
term of two years unless extenuating circumstances arise. An
officer shall not usually succeed himself or herself.
- Sec. 3 The proposed slate of officers shall
be announced in October and voted on at the November meeting.
Those not attending need to refer to the newsletter. The
installation of new officers shall take place at the March meeting
in alternate years.
- Sec. 4 A nominating committee will present
a slate of officers. It shall be the duty of said committee to
nominate one candidate for each office and fully instruct each
candidate on the responsibilities of that office. After the
nominating committing presents its nominations to the Club,
additional nominations may be made from the floor provided the
consent of the nominee is obtained. If there is more than one
candidate for office, a written ballot shall be used; otherwise
the vote may be an oral one.
-
- ARTICLE V
- Duties of the Officers
- President
- A.
Directs all activities of the Club.
- B.
Preside at all meetings.
- C.
Prepare an Agenda for each meeting.
- D.
In the absence of the Recording Secretary appoint a
temporary Recording Secretary for the meeting.
- E.
Appoint a Parliamentarian, Federation Delegates and
Standing Committee Chairpersons.
- F.
Serve as an ex-officio member of all committees except
the Nominating Committee.
- G.
Attend District and State meetings as required.
- H.
Prepare an Annual Budget in collaboration with the
Treasurer.
- I.
Appoint an Audit Committee at the end of each fiscal
year.
- J.
Appoint a Nominating Committee.
- K.
Send a welcome/acceptance letter to new members.
- Vice President
- A.
Assume the responsibilities of the Club in the absence
of the President.
- B.
Assist the President in carrying out the functions of
the Club and its committees.
- C.
Serve as Chairperson of the Yearbook/Program Committee.
- D.
Annually provide the District Awards Chairman with 4
copies of the Yearbook.
- Recording Secretary
- A.
Maintain an accurate record of Club meetings.
- B.
Send the recorded minutes to the President within 10
business days of the General and Executive Board Meetings and a
copy to the newsletter editor.
- C.
Keep a record of attendance at all Board and General
Club meetings.
- Corresponding Secretary
- A.
Read correspondence deemed necessary by the President
at the Executive Board and General Club meetings and conduct
correspondence designated by the President.
- B.
Be responsible for mailing notices of the Executive
Board meetings.
- C.
Keep a record of all members’ names for the District,
State and National Federation of Garden Clubs, Inc.
- D.
Send a thank you note to all program speakers and
whenever the president deems necessary.
- E.
Send cards to members on occasions of illness, death in
family, birthdays and when necessary.
- Treasurer
- A.
Be responsible for the finances of the Club.
- B.
Prepare a yearly budget to be voted on by the Executive
Board at the January meeting and for voting and approval by the
General Membership at the February meeting.
- C.
Maintain all financial records for the annual audit by
the appointed Finance Committee.
- D.
The Treasurer or President must sign all checks for
Club expenses. If the amount is over $75, it must be co-signed by
the President or Vice President.
- Parliamentarian
- A.
Advise the President on questions pertaining to
parliamentary procedure according to Robert’s Rules.
- B.
Serve as chair on the By-laws Committee when a revision
of the By-laws is necessary.
- Federation Delegates
- A.
Represent the Club at District and State meetings and
give a report at the next General Club meeting.
-
- ARTICLE VI
- Dues
- Sec. 1 The annual dues for each member
shall be payable at the March annual meeting as stated in the
Yearbook. Increases above state-assessed amounts shall be voted
on and passed by quorum (51% of active membership).
- Sec. 2 New members may be admitted at the
February and September meetings.
- Sec. 3 The Treasurer shall
notify any member of delinquent dues.
-
-
-
- ARTICLE VII
- Meetings
- Sec. 1 The Chesapeake Garden Club of
Calvert County shall hold its regular meetings as designated in
the Club program book.
- Sec. 2 If a change of the regular meeting
day becomes imperative, the Telephone Committee shall give
notice.
- Sec. 3 Fifty-one (51) percent of the active
membership shall constitute a quorum (2003).
- Sec. 4 The annual meeting shall be held in
March of each year for the installation of officers on alternate
years.
- Sec. 5 The President may call special
meetings. Business shall be limited to that mentioned in the
call.
- Sec. 6. Meetings shall be held a minimum
of nine (9) times during the year, excluding Executive Committee
meetings.
-
- ARTICLE VIII
- Executive Board
- Sec. 1 The elected officers of the Club,
the Parliamentarian and the immediate past president and delegates
shall constitute the Executive Board.
- Sec. 2 Duties of the Executive Board are;
- A.
To act as an Advisory Board to the President of the Club.
- B.
To recommend disbursement of funds.
- C.
To transact such business of the Club as it is deemed
advisable by the President.
- D.
Action taken by the Executive Board shall not conflict
with an action taken by the Club or the By-laws.
- E.
The Executive Board shall vote on new members,
determine the number of associate, and honorary members.
- Sec. 3 Meetings of the
Executive Board will be held in August and January and at such
other times as deemed necessary, at the call of the president.
Other members of the Club may be invited by the President.
-
- ARTICLE IX
- Standing Committees
- Sec. 1 There shall be such committees, as
the Executive Board and the President deems necessary. Each
Chairman shall be appointed by the President. Each chairman shall
select at least one member or as many as he/she deems necessary.
- Sec. 2 National Garden Club (NGC) requires
a conservation committee and a horticulture committee. Committees
that may be appointed by the Executive Committee include but are
not limited to:
- A.
Awards
- B.
Birds
- C.
Conservation
- D.
Historian
- E.
Horticulture
- F.
Garden Therapy
- G.
Legislation
- H.
Membership
- I.
Publicity & Newsletter
- J.
Programs(chair – 1st Vice President)
- K.
Ways and Means
- Duties of the Chairmen of the Committees
- Audit
- Complete a yearly audit of the Treasurer’s Books.
- Awards
- Contact the District Awards Chairman
for a list of awards that are available to the Club. Complete the
necessary paperwork with assistance of Committee Chair to apply
for the various awards.
- Birds
- Encourage the study of birds, their
feeding, protection, etc. Provide a program on birds once a year
at Club meetings.
- Provide the Club with information on
conservation and environmental matters. Provide a program on
conservation/preservation once a year at Club meetings.
- Conservation
- Provide the Club with information on conservation
and environmental matters. Provide a program on
conservation/preservation once a year at Club meetings.
- Historian
- Keep a record of the current Club
activities and maintain a Club scrapbook.
- Keep a copy of an annual Yearbook and maintain previous
scrapbooks and yearbooks.
- Horticulture
- Inform the Club of the invasive species plant list
and share horticulture information distributed by the District,
State and National organizations.
- Hospitality
- Remind hostesses to provide refreshments at
the monthly meetings.
- Membership
- Keep a record of all Club Member
attendance, and notify members of number of meetings attended and
meetings needed to maintain active membership.
- Welcome new members and their two sponsors at the
monthly Club meetings. Provide new members with a copy of
upcoming meetings and programs located on website.
- Sponsors (Two)
- Invite potential new members to monthly meetings
and program; offer to provide transportation.
- Educate new members of the goals and objectives of
the Club and its activities.
- Provide assistance with membership.
- Submit a letter of recommendation for membership
to the Club, to the President and Executive Committee.
- Newsletter
- Prepare and distribute the monthly Club
newsletter to members and the District II Director.
- Publicity
- Provide the newspapers with information and
pictures on Club events, if appropriate; distribute flyers about
fund raising events.
- Telephone/Email Tree
- Notify members of events, meetings or special
interests on short notice.
- Ways and Means
- Plan and promote projects to supplement the
treasury of the Club.
-
- ARTICLE X
- Amendments
- Sec. 1 These By-laws may be amended at any
regular meeting provided the amendments shall have been offered in
writing at the previous meeting, and after all members have had a
month’s notice in writing of such. `
- Sec. 2 Amendments to be adopted must be
carried by quorum, i.e., 51%
- (Fifty one percent) vote of active members.
-
- ARTICLE XI
- Authority
- Sec. 1 The proceedings shall
be in accordance with Robert’s Rules of Order, Revised.
-
- ARTICLE XII
- Order of Business
- Call to order
- Roll Call
- Reading of minutes of previous meeting and
their approval
- Treasurer’s Report
- Reports of Executive Board
- New Business
- Unfinished Business
- Standing Committees
- Adjournment
-
- Addendum to the By-Laws
- *Associate Membership: Members in good
standing of the Chesapeake Garden Club, Inc. who have served the
Club for a minimum of five years may apply in writing for
associate membership. Membership dues will be the same for all
members. An associate member is urged to be as active as he/she
wishes, to participate in all activities, may vote, and serve on
committees.
- **Honorary Membership: An honorary member
is a person or organization who performs a service to the
Chesapeake Garden Club of Calvert County during a particular
fiscal year.
- The Executive Board confers honorary membership only upon
approval of the Executive Board and 2/3 vote of the active
membership. The Executive Board may limit the number of associate
and honorary membership granted.
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