Bowie-Crofton Garden Club By-Laws
Revised October 30, 2018
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ARTICLE I - NAME OF ORGANIZATION
This organization shall be known as the Bowie-Crofton Garden Club.
ARTICLE II - PURPOSE AND POLICY
Section 1 - Aims
The aims of this club shall be to promote interest and develop skills in gardening through cooperation, joint efforts and good fellowship.
Section 2 - Policy
It shall be the policy of this club to stimulate interest and share knowledge on gardening, and to serve the Bowie-Crofton area through community service projects that will enhance the beauty of our environment.
Section 3 - Funding
This club shall finance its activities on a calendar year basis, beginning January 1st and ending December 31st, a period referred to as a club year. Membership dues are based on class of membership, described in ARTICLE III, and are as follows:
Individual -- $10.00
Family -- $12.00
Junior (See ARTICLE III – Section 3) -- $2.00
Beginning in February each year, the V.P. of Membership shall notify members delinquent by one month in their dues and those members shall forfeit membership if their dues remain unpaid by the end of March. New members who join the club after June 30th shall pay one-half the applicable annual dues.
Other fund-raising activities may be established by a majority vote of those present at a general membership meeting.
Section 4 - Responsibility
It shall be the responsibility of the club to properly operate, maintain and safeguard facilities and equipment provided for club use by private or public sources.
ARTICLE III - MEMBERSHIP
Section 1- Individual Membership
Individual membership is open to any person, at least 18 years of age, willing to assume a fair share of the financial and organizational responsibilities and to exhibit an active interest in gardening.
Section 2 - Family Membership
Family membership is open to any family of two or more people, all residing at the same address.
Section 3 - Junior Membership
Junior membership is open to youths 10 to 17 years of age at time of application.
Section 4 - Honorary Membership
The club will bestow life membership on individuals who are no longer active but have made significant contributions. The club will also give life membership to members 80 years old and older. Winners of the City of Bowie Beautification Awards will receive a 1 year membership.
ARTICLE IV - ORGANIZATION AND ADMINISTRATION
Section 1 - Club Officers
There shall be seven (7) club officers, as listed below in Section 2. Their duties are described in Section 3. These positions are elective, in accordance with ARTICLE IV, except when appointed in accordance with Section 4, below.
Section 2 - Officers and Their Terms of Office
Officers shall serve two year terms and may be re-elected for further terms without limit. Each term shall alternate between odd and even years depending upon the office as follows:
1st V.P. Programs..................................Even years
2nd V.P. Membership.............................Odd years
3rd V.P. Plant Exchanges/Door Prize...Even years
4th V.P. Public Relations........................Odd years
Section 3 - Duties of Elected Officers
President - Preside at all meetings and represent the club whenever necessary. He/she shall appoint two (2) individuals each year as auditors for the end of the calendar year audit of the Treasurer's records. He/she shall appoint a Nominating Committee of three (3) members each September, two months prior to any election.
First V.P. Programs - Shall assume the duties of the President during any absence and shall act as Program Chairman, responsible for planning and implementing the programs for regular meetings.
Second V.P. Membership - Shall act as the membership chairperson, maintain the membership roster, and be responsible for distributing newsletters. He/she shall collect all dues from members, and forward to the Treasurer all funds received.
Third V.P. Plant Exchanges/Door Prize - Shall be responsible for setting up plant and seed exchanges at general membership meetings, and secure door prizes.
Fourth V.P. Public Relations - Shall be responsible for publicity and liaison with other garden clubs.
Secretary - Shall keep the minutes of all meetings of the club.
Treasurer - Shall be custodian of the club funds and shall handle, record and report, as required, the details of all financial transactions. He/she shall coordinate dues information with the 2nd Vice President (membership). The checkbook balance shall be reported at each general membership meeting. The Treasurer’s Report will be published in each monthly newsletter. The Treasurer shall propose a budget for the coming calendar year and present it to the Executive Committee in January. (See ARTICLE VII)
Section 4 - Mid-term Office Vacancy
In the event of mid-term vacancies, the vacant position may be appointed by the President with the approval of the Executive Committee to complete the club year. If the normal term extends into the following club year, that position shall be included in the next annual election in accordance with ARTICLE V for fulfilling the remaining period of the term.
Section 5 - Administrative Body
The Executive Committee in accordance with ARTICLE VI shall perform administration of the club.
ARTICLE V- ELECTION AND INSTALLATION OF OFFICERS
Section 1 - Election
An election of officers, whose terms expire in accordance with ARTICLE IV Sections 2 and 4, shall be conducted annually in November at a general membership meeting. The slate of nominees shall consist of those candidates presented by the Nominating Committee, and nominees submitted from the floor at the election meeting. Officers are elected by a simple majority vote of the members present at the election meeting.
Section 2 - Installation
Newly elected officers shall be installed at the January general membership meeting.
ARTICLE VI – COMMITTEES
Section 1 - Executive Committee
The committee shall consist of all club officers, plus each committee chairperson and the Editor/Co-editor of the Club Newsletter. This committee is responsible for all administrative functions of the club, including finances, establishment and definition of duties of committees, and initiation of special projects. The Committee shall meet at least three times each club year. One meeting will be held in January to review the budget proposed by the Treasurer. One transitional meeting, to include both incoming and outgoing Executive Committee members shall be held in January prior to the installation of new officers. The other meetings shall be at the call of the President.
Section 2 - Nominating Committee
The Nominating Committee, appointed by the President in September, shall identify nominees within the membership for each position due for election. The Chairperson of the Nominating Committee shall present the list of nominees to the membership at the October meeting to be voted on at the November meeting.
Section 3 - Standing Committees
Standing committees include Newsletter Editor, Webmaster, Field Trips, Plant Sale, Historian, Hospitality, Member Garden Tours and Sunshine. Chairs of the standing committees serve for one-year terms, and are appointed or re-appointed by the President at the time of officer elections in November.
ARTICLE VII - BUDGET
The operating budget for the calendar year is proposed by the Treasurer to the Executive Committee at the January committee meeting. After review/revision by the Executive Committee, the proposed budget shall be published in the January and February newsletters and voted on by the general membership at the February meeting.
All non-budgeted expenditures of $500 or more shall be approved by the general membership. The Treasurer or President must authorize expenditures under $500 and such expenditures shall be published in the Treasurer's report in the next newsletter.
ARTICLE VIII - GENERAL MEMBERSHIP MEETINGS
General Membership meetings shall be held once a month, except December, on the last Tuesday of the month. If holidays or unforeseen events prevent a scheduled meeting, that meeting will be cancelled. The Executive Committee will issue a notice of cancellation via email or phone tree. A club picnic will be held in June and a holiday party will be held in December. Additional meetings may be called by the President at his/her discretion, and must be called when requested by a written petition bearing the signatures of ten (10) or more members in good standing. Meetings shall be conducted in accordance with Robert's Rules of Order.
ARTICLE IX - CHANGES TO THE BY-LAWS
A general membership meeting may amend or alter the By-Laws, provided the proposed amendments have been submitted, in writing, to the Executive Committee for review one month prior to the membership meeting. A copy of the amendment, with the Executive Committee's recommendations, shall be distributed to the membership at a future membership meeting. Approval by two-thirds of the members present at the meeting shall be required for adoption of the amendment.