THE BEAUFORT GARDEN CLUB
Revised: January, 2015
Article I. Name
The name of this Club shall be The Beaufort Garden Club.
Article II. Objective
The Club’s objective shall be environmental education and beautification.
Article III. Membership
Members shall be of three (3) classes: Active, Inactive and Emeritus.
Section 1 – Active Members
A. Active members shall be limited to twenty-nine (29).
B. Active members shall attend a majority of meetings during the year. Members should notify the meeting hostess when they are unable to attend a meeting. Active members shall serve on a minimum of two (2) standing committees. Officers are expected to serve on the Executive Committee, and be a member of one (1) standing committee.
Section 2 – Inactive Members
A. Inactive members are those who are unable to participate fully in Club activities. If four meetings are missed in one year or the member does not participate in Club activities, the Executive Committee shall identify an Officer to speak with the member. The Officer will seek to understand the reason for weak attendance, and look for ways to help or offer alternatives. If no resolution is found, the Executive Committee will send a letter to the member informing her of the change in status.
B. A member may write a letter and ask to be placed on the inactive roll. Inactive members may attend regular meetings and volunteer for Club projects. They cannot attend the Annual Meeting, nor can they vote.
C. The number of Inactive members shall be limited to five (5). When a vacancy in membership occurs, the inactive members will be notified before new members are admitted, as inactives may choose to return to active status.
Section 3 – Emeritus Members
Emeritus members shall be former members who have done outstanding work for the Club. All of their membership privileges are honored, and dues are not expected.
Article IV. Officers and Duties
The six (6) Executive Officers of this Club shall be President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary and Treasurer. They shall be elected biennially to serve no longer than two consecutive terms.
A. These officers constitute the Executive Committee, and shall have power to transact any business between regular meetings. Committee Chairmen and the Publicist may be invited to attend Executive Committee meetings.
B. In the event of a vacancy in the office of President, the First Vice-President shall accede to the office of President. In the event of a vacancy in the office of First Vice-President, the Second Vice-President shall accede to the office of First Vice-President. In the event of a vacancy in the office of Second Vice-President, Recording Secretary, Corresponding Secretary or Treasurer, the Executive Committee shall appoint a replacement, subject to ratification by the membership at the next regularly scheduled Club meeting.
Section 1 – Duties of the President
The President shall preside at all Club meetings, serve in an ex officio capacity on all committees except the Nominating Committee and in every way promote the growth of the Club. The President will coordinate communication via e-mails with the Club members. She will schedule Executive Board meetings monthly, or as needed. She will provide and distribute the Agenda for all meetings. The President will serve as the contact for the Garden Club of South Carolina and the National Garden Club.
Section 2 – Duties of the First Vice President
The First Vice-President shall preside at any meetings in the absence of the President. She shall arrange for programs for the Club’s meetings for the year. She will prepare the yearbook, and in general assist with the work of the Club.
Section 3 – Duties of the Second Vice President
The Second Vice-President shall preside at meetings in the absence of the President and First Vice-President, arrange for meeting places and hostesses, and in general assist with the work of the Club. The Second Vice-President shall notify the Club when there is an opening for a new member, and will be notified by members who wish to invite a prospective member to meetings. The Second Vice-President shall maintain applications of prospective members based on the order in which they are received. The Second Vice-President shall serve as an information resource to assist standing committees in the awards process, and shall maintain an Awards Handbook for use by committee members.
Section 4 – Duties of the Recording Secretary
The Recording Secretary shall keep an accurate account of all the proceedings of each meeting, and be prepared at any meeting to refer to the Minutes of the previous meetings, or give the recorded attendance and render the Minutes of the meeting.
Section 5 – Duties of the Corresponding Secretary
The Corresponding Secretary shall receive and answer all correspondence, and render a monthly report. She will send an invitation for membership to new qualifying applicants. She shall send cards and notes to members in the hospital, or to those who have recently had a death in their immediate family.
Section 6 – Duties of the Treasurer
The Treasurer shall receive all monies and make payments by direction of the President, keep an account of revenues and expenses and render both monthly and annual financial reports. The budget will be submitted by the Executive Committee, and submitted to the membership for approval at the Annual Meeting in May. The budget sheet for the yearbook will be prepared and available following that meeting.
Section 7 – Duties of the Publicist
The Publicist will notify key newspapers when The Beaufort Garden Club participates in significant events, including Garden A Day, fundraisers, district and state events. The Publicist will be prepared to submit press releases and photos via e-mail. Due to the technical skills required, this will be a position appointed by the President.
Article V. Meetings and Dues
Regular meetings of the Club shall be held on the second Wednesday of each month, except June, July, August and December. The Annual Meeting shall be held the second Wednesday of May. The new year of The Beaufort Garden Club begins with the May installation and business meeting.
Section 1 – Quorum
Fifteen (15) active members shall constitute the quorum.
Section 2 – Motions
A two-thirds (2/3) affirmative vote of the active members is necessary to carry any motion at a meeting.
Section 3 – Member Dues
The dues of the Club shall be $25.00 for Active members and $10.00 for Inactive members, to be paid annually by the January meeting. Additional dues of $6.00 shall be paid to the S C Garden Club annually.
Section 4 – Guests
Guests may be invited to attend meetings at any time, with the exception of the Annual Meeting.
Article VI. Sponsoring a New Member
Section 1 – Application
After one (1) year of active membership a member may propose the name of a prospective member. At the first meeting visit, the prospective member will submit the completed application for membership, signed by the applicant and the sponsoring member, to the Second Vice-President. The prospective member will attend three (3) Club meetings accompanied by her sponsor.
Section 2 – Duties of the Sponsor
The sponsoring member will introduce the prospective member at her first meeting, giving a short description of her gardening interests and experiences, as well as a brief biography of other information about her life. The sponsor will be responsible for clearly setting expectations for membership, outlining the activities of the Club and the commitment of participation on committees. She will communicate clearly the new applicant’s interest to the Second Vice- President.
Section 3 – Membership Vote
Voting on a prospective member for membership shall take place by the next meeting after the prospective member’s attendance of the third required Club meeting. Voting shall be conducted by the President using e-mail. An affirmative vote of two thirds (2/3) of the active membership is necessary for election to membership. Following an affirmative approval, the Corresponding Secretary will extend the invitation for membership by mail. The proposed member shall respond in writing to the Corresponding Secretary.
Article VII. Committees and their Duties
Section 1 – Executive Committee
The Executive Committee will review business before it is presented at the Club’s monthly meetings. This review includes: policies, precedents, budget, finances, prospective members and meeting arrangements. Committee chairmen should present their committee financial decisions and projects to the Executive Committee for review prior to presenting them to the Club members.
Section 2 – Committee Assignments
Members shall select their committees in March of even numbered years. The new committees shall take effect at the Annual Meeting in May of that year. The President shall appoint committee chairmen. All committee members shall serve two year terms. Each standing committee may apply for club awards related to their committee projects. Proposals for award applications shall be presented to the Second Vice-President for review. The President shall create ad hoc committees when necessary. Committee reports will be called for at all business meetings. The standing committees shall be as follows:
Section 3 – Civic Beautification Committee
This committee is responsible for coordination and implementation of ongoing projects such as Arbor Day and the National Cemetery Garden. Information on landscaping, gardening, the environment or other related subjects can be presented to the Club with a monthly program or short reviews. Proposals for new projects shall be reviewed by the Executive Committee and presented to the membership for approval.
Section 4 – Fundraising Committee
This committee is responsible for the annual fundraising event to cover the yearly expenses of the Club. An annual plant auction, a yard sale or other activities may be selected early in the year subject to the approval of the Club. Club members will be expected to participate and contribute to the event’s success.
Section 5 – Flower Committee
This committee is responsible for ongoing projects, Historic Beaufort’s Fall Tour of Homes, the Mother’s Day flowers or other activities which may develop. The committee shall provide principles and elements of floral design for Club members. Each monthly meeting will provide an opportunity to review a floral arrangement. All new committee projects are subject to the approval of the Club.
Section 6 – Horticulture
This committee will contribute to the education of the Club on plants for different environments, organic gardening techniques and the effect of fertilizers and insecticides. The committee is responsible for presenting one (1) program annually, as well as a monthly horticulture tip.
Section 7 – Wildlife
This Committee is responsible for presenting one (1) program annually, providing a tip at each meeting and maintaining the bluebird houses. New projects which support the Club’s interest in wildlife in the Lowcountry are encouraged. The committee is responsible for promoting the “Backyard Wildlife Habitat” program among members.
Section 8 – Scrapbook and History
This committee is responsible for keeping the Beaufort Garden Club Scrapbook, and updating the Club History.
Article VIII. Nominating Committee and Election of Officers
Section 1 – Selection of Nominating Committee
Nominating Committee members should be nominated from the floor at the January meeting of odd numbered years, and approved by the assembly.
Section 2 – Duties of Committee
The committee shall present a slate of officers to be voted upon at the meeting in January of even numbered years.
Section 3 – Election of Officers
The officers will be elected by a two-thirds (2/3) vote of the active members present at the meeting.
Section 4 – Installation of Officers
The officers shall be installed and take office at the Annual Meeting in May of even numbered years. The outgoing officers shall serve as mentors for the incoming officers for the first year.
Article IX. Condolences
In the event of sickness or death of members in a family, the Club policy is as follows:
Section 1 – Cards
The Corresponding Secretary shall send a note or a card to a member of The Beaufort Garden Club in the event of an illness or death in the member’s family.
Section 2 – Flowers
The Flower Committee shall arrange for flowers, not to exceed a cost of $45.00, for members who are hospitalized.
Section 3 – Memorials
The Beaufort Garden Club shall make a memorial contribution of $25.00 to the Memorial Garden of the Garden Club of South Carolina, in Columbia, SC, in the event of the death of a Beaufort Garden Club member.
Article X. Amendments to the Bylaws
These Bylaws may be amended by a two-thirds (2/3) majority vote of the active members at any regular meeting, when previous notice has been given one month in advance; or, at any Annual Meeting by unanimous consent.
Article XI. Parliamentary Procedure
The rules contained in the current edition of Robert’s Rules of Order, Newly Revised shall govern the Club in all cases to which they are applicable, and in which they are not inconsistent with these Bylaws and any special rules of order this Club may adopt.
Article XII. Anti-Discrimination Clause
In its conduction of Council affairs, the Beaufort Garden Club shall not permit any restriction or limitation whatsoever upon race, color, creed, gender, national origin or employment status.
Article XIII. Dissolution
In the event of dissolution of The Beaufort Garden Club, all of the remaining assets and property shall, after payment of necessary expenses, be distributed to such organizations as shall qualify under Section 501© (3) of the Internal Revenue Code of 1986. No officer or member shall receive any of the assets of the Club should it be dissolved.