Bylaws

DES PLAINES GARDEN CLUB

CONSTITUTION AND BYLAWS

LAST REVISION 2008

 

 

Constitution of The Des Plaines Garden Club

 

ARTICLE I – Name

The name of this organization shall be The Des Plaines Garden Club.

 

ARTICLE II- Objects

The Objects shall be the advancement of gardening, the promotion of civic development and the conservation of natural resources. This shall be a nonprofit organization and shall cooperate with The Garden Clubs of Illinois, Inc. and The National Garden Clubs, Inc.

 

ARTICLE III – Membership

The Membership of this Club shall consist of people interested in the objectives of the Club with a willingness to work towards their accomplishment.

 

ARTICLE IV – Management

The control and management of this Club shall be vested in the Board of Directors, consisting of a President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Chairpersons of Standing Committees. The President shall be a Member of the Board of Directors for one (1) year, following retirement.

 

ARTICLE V – Procedures

The parliamentary procedure of this Club shall be governed by “Robert’s Rules of Order, Revised”. The operating procedures for the Club shall be conducted according to the Bylaws and standing rules established by the Membership of this Club.

 

ARTICLE VI – Amendments

The Constitution may be amended by a two-thirds (2/3) vote of the Membership present at a regular meeting, providing the amendment has been submitted at the previous meeting for discussion, and providing that a copy of the proposed amendment was furnished to the Membership, either by regular mail or by e-mail.

 

 

Bylaws of The Des Plaines Garden Club

 

ARTICLE I Quorum

Section 1         At any meeting of the Club, 25% of the active Membership shall constitute a quorum.

Section 2         At any meeting of the Board of Directors, majority shall constitute a quorum.

 

ARTICLE II – Members

Section 1        Members shall be of four (4) classes: Active, Inactive, Active and Inactive Life.

a.  Active Members shall pay annual dues and receive full privileges of the Club including an annual subscription of Garden Glories.

b.  Inactive dues paying Members attending less than three (3) meetings a year shall be placed in the inactive class. However, when present shall have full privileges of Active Members.

c.  Active Life Members who have been an Active Member for twenty-five (25) years and having served on the Board of Directors for at least three (3) years during the period shall be presented with a Life Membership Pin. Full Club privileges shall be given; however annual state per capita dues must be paid by that Member. This will include the yearly subscription to Garden Glories.

d.  Inactive Life Members who no longer are Active Life must pay Annual State per capita dues. This will include the yearly subscription to Garden Glories.

Section 2         The Board of Directors may revoke the membership of any individual for just cause. Any such action requires a two-thirds (2/3) vote of the Board. Before any such action, The Board shall notify the affected member the reason such action is contemplated. The affected member shall have the opportunity to state his/her case to the Board, either in person or in writing prior to any action being taken.

 

ARTICLE III – Meetings

Section 1         The Club year shall be April 1st through March 31st of the following year. Meetings and activities during the months of July and August shall be optional.

Section 2         The regular Business meetings and the Board meetings shall be held each month and shall include:

a.  The election of Officers in March

b.  The Annual Business meeting in April.

c.   The installation of Officers following the Annual Reports on the same day as the Annual meeting.

Section 3         Supplementary Board or regular Club meetings may be called at the discretion of the President or any five (5) members of the Board.

Section 4         Meetings to deal with personnel or membership issues shall have attendance limited to the Elected Officers.

 

ARTICLE IV – Finances

Membership dues and Ways and Means money raising projects that fall within the scope of the purpose of the Club and have been approved by the Members.

Section 2         A proposed budget of income and expense shall be presented to the Board of Directors at the Board meeting preceding the regular April meeting and to the regular Club meeting in April after the Annual Reports.

Section 3         The financial records shall be audited at the end of each Club year with the Recording Secretary’s records for reference before they are given to the new Treasurer.

Section 4         DUES:

a.  The yearly dues shall be payable at the beginning of the year by April 1st. Failure to pay dues by the May meeting shall forfeit membership. (See Standing Rules)

b.  The dues shall include a yearly subscription to Garden Glories, per capita dues to The Garden Clubs of Illinois, Inc. and The National Council of State Garden Clubs.

Section 5         EXPENDITURES:

a.  Only those items included in the current budget or by unanimous vote of the Board of Directors may be paid out. Should there be a dissenting vote, only a vote of the majority at the next regular meeting shall permit the expenditure.

b.  Registration fees to all The Garden Clubs of Illinois, Inc. and The National Council of State Garden Clubs, Inc. functions shall be paid by the Club for the President and one Delegate.

 

ARTICLE V – Officers and their Duties

Section 1         All Officers shall attend the monthly Board meeting and submit an Annual Report at the Board meeting preceding the regular March meeting, except the Treasurer and President

Section 2         DUTIES OF OFFICERS:

a.  The President shall:
Preside at all General Membership meetings and at all Board meetings and shall be an ex-officio Member of all Committees except the Nominating Committee. Appoint Chairpersons of the various committees as required. Serve as advisor to the Board for one year after retirement The President shall be kept informed of all Club activities and report thereon to the Board and the Membership as deemed necessary. or as the Board may require.

b.  The First Vice-President shall:
Preside in the absence of the President Prepare accumulative Annual Report for submission to the General Membership at the April meeting. Serve as Program and Yearbook Chairperson. Prepare the Programs. Yearbook and Program Flyer for the current year.

c.  The Second Vice-President shall:
Preside in the absence of the President and First Vice-President and shall act as Ways and Means Chairperson.

d.  The Recording Secretary shall:
Take the minutes at each General Membership meeting and each Board meeting, retaining copies for a permanent file for each category and furnishing copies to the President Read these minutes at the subsequent meetings. Keep a record of all unfinished business. Furnish to the Treasurer a record of any information from minutes needed for the annual financial audit. Maintain a copy of the Bylaws with any revisions. Answer all inquiries regarding minutes of voting results.

e.  The Corresponding Secretary shall:
Conduct the correspondence of the Club and shall keep a file of all correspondence in the name of the Club.

f. The Treasurer shall:
Be the custodian of all Club funds. Keep an accurate account of all Club financial transactions in a book belonging to the Club. Collect all funds and issue all checks as required. Prepare a report monthly for presentation to the General Membership and the Board. Furnish copies of this report to the President and Recording Secretary. Furnish to the Membership Chairperson a periodic listing of members who have paid dues. With input from Officers, Chairpersons and Members, prepare a proposed budget for presentation to the Board and General Membership. At the close of the fiscal year, March 31, prepare a Statement of Income and Expenses indicating actual amounts for the period. Have accounts and books audited by two Club members.

Section 3         No Officer shall hold the same office for more than one (1) two (2) year term, unless otherwise designated to be approved by the Board.

Section 4         Only Members with paid up dues and good attendance shall serve as Officers.

Section 5         The Treasurer will keep records for ten (10) years. Every five (5) years the Treasurer will make a motion to the full Membership at a general meeting that the past five (5) years be destroyed keeping only the approved budget and checkbook stubs.

Section 6         A candidate for President shall have served on the Board or as Committee Chairperson within the previous five (5) years.

Section 7         Any duty not specifically listed in Article V, Section 2 may be temporarily designated to an officer, board member or members at the discretion of the President. If the duty will be a permanent feature, it should be so designated and assigned to the appropriate officer and become a permanent part of the duties of that officer.

 

ARTICLE VI – Elections

Section 1         The Nominating Committee shall consist of five (5) Members, two (2) from the Board and three (3) from the Membership, One (1) of the five (5) must have served on a previous Nominating Committee. Chairperson of the Nominating Committee shall be appointed by the President with instructions for procedures of conducting the election at the General Meeting in March. No one may serve on the Nominating Committee more than two (2) successive years.

Section 2         The slate of nominees for President, Second Vice-President and Corresponding Secretary shall be presented on even years and shall be elected to serve one (I) term of two (2)years. The slate of nominees for First Vice-President, Recording Secretary and Treasurer shall be presented on odd years and shall be elected to serve one (I) term of two (2) years.

Section 3         Slate of Officers shall be presented at the February meeting. The Officers shall be elected by ballot at the March meeting; however, if there is but one (I) candidate for any office, election may be by voice. They shall assume their respective offices immediately after installation. Outgoing Officers will continue to serve as advisors through June.

Section 4         Vacancies occurring among the elective officers shall be filled by a vote of the Board at any regular Board meeting and reported to the Club at the following regular Club meeting. Such appointment shall be valid until the next election.

Section 5         Filling a vacancy for a period of eight (8) months shall constitute a full term.

Section 6         If an Officer resigns, the resignation must be in writing. This will be voted on at the next general meeting. Once the resignation is accepted by the Membership, the Officer who resigned returns to member status.

 

ARTICLE VII – Standing Committees

Section 1         It shall be the responsibility of the Committee Chairpersons to:
Serve as Members of the Board of Directors and attend meetings. The Chairperson shall appoint an Assistant if one is needed. Assistant should attend meeting with Chairperson. Secure approval of the Board of Directors on all plans and decisions before work is carried out. The Chairperson shall prepare an Annual Report, submitting it to the Board meeting preceding the regular March meeting. It shall include details concerning the work and accomplishments of the Committee and any income and expense involved. See that all records are up-to-date and passed on to successor. Outgoing Chairpersons will continue to serve as advisors through June. If a Committee Chairperson is unable to attend a Board Meeting or is temporarily unable to perform his/her duties, the Chairperson may, with the President’s approval, appoint an Assistant Chairperson to serve and vote in his/her stead, until such time as the Chairperson is able to resume his/her duties.

Section 2         STANDING COMMITTEE AND THEIR DUTIES

a.   Awards and Grants: Seeks out and applies for any awards or grants for which the Club might be eligible. Encourages Club members to search for any potential awards or grants and bring to the attention of the Awards and Grants Chairperson.

b.  Civic and Conservation: Acts as liaison with local government. Reviews projects for the development or improvement of the community and report on same to the Membership. Keeps Club advised of projects or legislation affecting conservation.

c.  Environmental Issues: Keeps Membership informed of local garbage pickups, watering restrictions, branch and leaf pickups, hydrant flushing, local water purity, hazardous waste collections, and other environmental concerns. Each month presents to the Membership a short lecture on locals or global environmental issues.

d.  Fun with Flowers: Guides the membership in creating arrangements, both for fun and to introduce the requirements as designated by The Garden Clubs of Illinois. Informs Membership of dates of Flower Shows.

e.  Garden Therapy: Promotes and encourages Members to teach residents of a senior citizen center and/or apartments, institutions for the handicapped and learning disabled, nursing homes, hospitals, churches and even a house bound neighbor how they can participate in gardening in their environment.

f.  Historian: Keeps an accurate record of all Club activities throughout the year, securing pictures, awards and memorabilia whenever possible, and writes a complete resume of each event.

g.  Horticulture: Each month provides the Membership pertinent information regarding culture of plants or related subjects. Also provides information regarding exhibits, shows and gardens in the area.

h.  Hospitality: Secures facilities for General Membership meeting, Board meetings and other functions. Selects Hostesses for meetings. Assures adequate supplies, table layout and any special equipment needs. Monitors for custodial gratuity. (See Standing Rules.)

i.  Librarian: Keeps an inventory of all materials in the library and a record of materials loaned to Members. Suggests to the Board materials that need to be included in the library.

j.  Membership: Promotes membership and the interests of the Club. Maintains a listing of Club members and all of their pertinent information. Records meeting attendance and any additional

information regarding each meeting. Introduces guests and new members. Submits forms as required to The Garden Clubs of Illinois. (See Standing Rules.)

k.  Photographer: Takes pictures at all Club functions. Takes pictures of new Members, speakers and other items of interest.

l.  Program: Arranges for interesting information, entertainment relative to gardening and related subjects for all General Membership meetings with the approval of the Board of Directors. Remind speakers before dates scheduled and send a thank you note promptly after the meeting. Speakers may charge a fee and sell products related to the program. Prepares Yearbook with information received from various Chairpersons, have printed and ready to be given to all Members at the September meeting. Prepare and have printed a Program flyer listing programs for the year to be given to individuals interested in the Club and guests.

m.  Publicity: Writes and submits news releases to local press of all meetings and other special events, giving highlights of the program function and/or speaker.

n.  Remembrance: Sends cards or plants to a sick or bereaved Member or their immediate family.

o.  Scholarship: Offers a scholarship to an individual for study relating to horticulture, gardening or conservation. Amount determined by the Board of Directors.

p.  Special Events: Makes arrangements for tours, field trips or other special events as requested by the Board of Directors.

q.  Telephone Tree: Arranges to contact members as needed between meetings regarding illness, deaths, or changes in programs.

r.  Ways and Means: Is in charge of all Ways and Means fund raising projects for the Club, including meeting raffles, plant and bake sales, Holiday fund raisers, Shop & Share or other income producing ventures.

s.  Youth: Presents information to schools regarding the purposes of The National Council of State Garden Clubs, Inc. Gives information on Smoky Bear and essay contests and information and help in forming Junior Garden Clubs.

Section 3         Special Chairperson shall be appointed as necessary: i.e. By Laws, Parliamentarian and Flower Show.

Section 4         No Chairperson shall hold the same office for more than three (3) consecutive years, unless otherwise designated.

Section 5         Any Committee that has successfully discharged its duties will be disbanded unless otherwise directed by the President or the Board. Any Committee that has performed no duties within a two (2) year period shall automatically be considered terminated unless otherwise dictated by the President or the Board.

 

ARTICLE VIII – AMENDMENTS

Section I          The Bylaws shall be reviewed at the beginning of every President’s two (2) year term in office.

Section 2         The Bylaws may be amended by a two-thirds (2/3) vote of the Membership present at a regular meeting, providing the amendment has been submitted at the previous meeting for discussion and providing that copy of the proposed amendment was furnished to the Membership, either by regular mail or e-mail.

 

Printed 9/1/2008