The name of this organization shall be the Chesapeake Garden Club of Calvert County (CGC).
Sec. 1 The CGC is organized in accordance with similar charitable purposes of its parent organization, the Federated Garden Clubs of Maryland, Inc. (“FGCMD”), being part of the group exemption for FGCMD, namely:
CGC is organized exclusively for educational, scientific and charitable purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under Section 50l(c)(3) of the Internal Revenue Code of 1986, as amended from time to time (“Code”). In furtherance of the aforesaid purposes, the CGC shall operate on a nonprofit basis and shall promote and carry on such benevolent, scientific, educational and charitable activities as shall be conducive to the well-being of the community and useful to the public, including but not limited to the following activities:
To aid in the protection of trees, shrubs, wildflowers and birds; and to encourage horticulture and conservation practices in the home and community.
To engage in any other scientific, educational and/or charitable activity, which may be necessary or proper to promote the purposes for which CGC is formed (even though not specifically enumerated herein) subject to such limitations as are contained in the general laws of Maryland.
Sec. 2 No substantial part of the activities of CGC shall be in carrying on of propaganda or otherwise attempting to influence legislation and CGC shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these By-Laws, CGC shall not carry on any other activities not permitted to be carried on by an organization exempt from federal income tax under Section 501(a) and described in Section 501(c)(3) of the Code, contribution to which are deductible under Section 170(c)(2) of the Code, or the corresponding section of any future federal tax code.
Sec. 3 CGC is not organized for profit and has no authority to issue capital stock, units or other ownership certificates.
Sec. 4 No part of the net earnings of the CGC shall inure to the benefit of, or be distributable to its members, directors, officers, or other private person, except that the CGC is authorized and empowered to pay reasonable compensation for services rendered and disbursements for out-of-pocket expenses incurred.
Sec. 5 In the event that CGC should be dissolved at any time in the future, any assets remaining after paying or making provisions for payment of all liabilities of CGC shall be dispensed of exclusively for the purposes of the CGC in such manner; or to such organization or organizations organized exclusively for charitable, educational or scientific purposes that shall at the time qualify as an exempt organization or organizations under Section 501(c)(3) of the Code, or the corresponding provisions of any future United States of Internal Revenue law.
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 who will mentor him/her in the objectives of the Club. Club members will sponsor/mentor prospective new members on the purpose and activities of the Club.
Sec. 3 Two sponsors shall present the name of a prospective member to the Membership Chair, and they, in turn, shall present the name and qualifications to the Executive Board.
Sec. 4 The membership shall consist of active members in good standing, who must:
A. Attend meetings regularly (at least 5 per year);
B. Serve on committees;
C. Participate in all Club activities, specifically:
1. Donate plants, goods and/or time to fund raisers;
2. Assist with Club projects and gardens. e.g, Fairview Library, All Saints and
Battle Creek Cyprus Swamp, garden therapies at Senior Centers, Jessup Project
and any other projects the Club undertakes;
3.Guide and sponsor/mentor new members; and
D. Be current on dues..
Sec. 5 The Executive Committee may limit membership.
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. The immediate past president shall be considered an Advisor and serves as a voting member of the Executive Board.
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 shall be notified. 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.
Duties of the Officers
A. Direct 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, and Standing Committee Chairpersons;
F. Serve as an ex-officio member of all committees;
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; and
L. Be responsible for advance notification to the Executive Board by e-mailing and/or calling, dates, times and place of all Executive Board meetings.
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. Prepare and distribute the Yearbook/Program book. (Distribution may be hard copy or electronic.);
D. Annually provide the District Awards Chair with required copies of the Yearbook.
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 for review. Once approved, send the recorded minutes to the membership electronically;
A. Read correspondence deemed necessary by the President at the Executive Board and General Club meetings and conduct correspondence designated by the President;.
B. Send a thank you note to all program speakers and whenever the president deems necessary;
C. Send cards to members on occasions of illness, death in family, birthdays and when necessary.
A. Be responsible for the finances of the Club including the annual Federal and State filings;
B. In collaboration with the President, 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 Audit Committee;
D. The Treasurer or President must sign all checks for Club expenses. If the amount is over $300, it must be co-signed or approved by the President or Vice President;
E. The Treasurer is required to provide a written treasury report to the President and membership each month; and
F. Keep a record of all members' names for the District, State and National Federation of Garden Clubs, Inc.
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; and
C. Serve as a voting member of the Executive Board.
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 added throughout the year at the discretion of the Executive Board and dues will be prorated.
Sec. 3 The Treasurer shall notify any member of delinquent dues.
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 via telephone or e-mail.
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.
Sec. 1 The elected officers of the Club, the Parliamentarian and the immediate past president shall constitute voting members of the Executive Board.
Sec. 2 Duties of the Executive Board are to:
A. Act as an Advisory Board to the President of the Club;
B. Review and monitor budget, authorizing funding for projects and donations according to Club responsibilities and needs;
C. Transact such business of the Club as it is deemed advisable by the President;
D. Maintain compliance with local and State By-laws; and
E. Determine appropriate number of Associate and Honorary members for Club.
Sec. 3 Meetings 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.
Sec. 1 There shall be such committees, as the Executive Board and the President deem necessary. Each Chair shall be appointed by the President. Each Chair 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 Board include but are not limited to:
C. Birds and Butterflies,
I. Membership and Sponsors,
J. Publicity & Newsletter,
K. Programs (chair – Vice President), and
Duties of the Chairmen of the Committees
Complete a yearly audit of the Treasurer’s Books.
Contact the District Awards Chair 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 and Butterflies
Encourage the study of birds and butterflies, their feeding, protection, etc. Provide information to the Club as needed.
Provide the Club with information on conservation and environmental matters as needed.
Responsible for storing relevant Club data electronically.
Inform the Club of the invasive species plant list and share horticulture information distributed by the District, State and National organizations.
Remind hostesses to provide refreshments at the monthly meetings.
Responsible for notifying members of current and upcoming legislative matters.
Keep a record of all Club Member attendance at monthly Club meetings, and notify members of number of meetings attended and meetings needed to maintain active membership. Introduce and welcome new members and their sponsors at the monthly Club meetings. Provide new members with a copy of Club's calendar and By-Laws.(Welcome Package)
It is incumbent upon each and every member of the Club to serve as a sponsor/mentor to new members; educating them on the goals and objectives of the Club and involving new members in Club activities. Provide assistance with membership.
Prepare and distribute Club news items to the District II Representative of GardenNews, for the quarterly Newsletter.
Provide the newspapers with information and pictures on Club events, and if appropriate, distribute flyers about fund raising events.
Notify members of events, meetings or special interests on short notice.
Plan and promote projects to supplement the treasury of the Club.
Sec. 1 These By-laws may be amended at any regular meeting provided the amendments have been offered to and approved by the Executive Board as well as offered to the membership in writing with a month’s notice.
Sec. 2 Amendments to be adopted must be carried by quorum, i.e., 51%
(Fifty one percent) vote of active members.
Sec. 1 The proceedings shall be in accordance with Robert’s Rules of Order, Revised.
Order of Business
Call to order
Approval of previous meeting minutes l
Reports of Executive Board
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 for Associate membership. Application for change to Associate membership need not be in writing but may be verbal. 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, to vote, and to 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. Honorary membership needs approval of Executive Board only. The Executive Board may limit the number of Associate and Honorary memberships granted.
To Join our Club Contact our Co President Susan Charbonneau firstname.lastname@example.org