BY-LAWS OF THE GRAYSLAKE GREENERY GARDEN CLUB Article LName “The name of the lub is Grayslake Greenery Garden Club Article 1LOjectives| “The objectives and purposes for which the cubis organized: 1. Toencourage interest inall phases of home gardening. 2. Topromote avi beautification. 3. To promote conservation of natural rsoures. Article Membership “Members must have an ongoing interest in horticulture. ‘Members mast pay their dues and be in accord with the objectives of the ub, ‘Members will be dropped for nonpayment of dues. Feinsatement may be considered by the Executive Board, “Membership isrequized ater atendance at two consecutive meetings asa guest. Antic lV-Dues 1. Dues of $29.00 per person, $30.00 per couple, por household are payable April st of ‘ezch year and are delinquent as ofthe May club meeting 2. Dues for new membership If jeining in the frst half ofthe fiscal year, dus shall be ‘$2000 per persan/ $30 per couple Fjeining inthe second hall, afer October It, dues ‘hall be $10.00 per person/St5.0 per couple. Dues are payable atthe time of tecom- {nga member. Anicle V-Flected Officers lected officers ofthis cub shal be President, Vice-President, Secretary and Treasure. Options Co-oiicers are permitted for any clvted office. Prior to an election, « nominating comvnitee consisting of three members will he ap ‘pointes by the President ‘Nominations may also be made and seconded! from the membership a the ime of an elscion. [No one shall be nominated or elected whose consent o serve has net been frst ob- tained. (Officers are elected for a term of two years and may succeed themselves. President and Secretary are tobe elect on even years and Vice President and Treasurer en odd years. Shoulda vacancy occur during this two year term, the Executive Board shall Selecta replacement to complct the erm. (Officers shall be installed atthe April mecting and assume their responsibilities at the tend of the May meeting. (Out going officers are automatically members ofthe Executive Board for the following, year to provide continuity. Atticle VI-Duties of Officers “The President © Shall preside at all meetings of the cub and the Executive Board, alo at club Factions.By-laws-Continued the President © Shall responsible for securing verue forall meetings. (© Shall potiy all Executive Board members of the time and venue forex: ecutive meetings and prepare an agenda, ‘Shall appoint the chaizman of ll special committees and have overall, "responsiblity for storing the commtees andthe club as. whole toward the planned abjecsves, projects ana fund raising goals ‘Shall Keep recoeds of points eames during the year, make yearly reports to the District X chairman, and apply for any awards. Shall represent the club at Slate, District IX, and various local meetings. : ; (© Shall encourage recruitment of new members. I ©The VicePresident (© Shall perform the duties of the president in their absence or iat to Shall be chairman ofthe Program Committee, ‘Shall be choieman ofthe Ways and Means Committee, ‘Shall be alternate authority / signatory for baking, ‘The Secretary: ‘Shall ksep accurate mizutes of all the cb meetings an the executive ‘board meetings, including attendance numbers, ‘Shall be responsible for copying and distributing executive beard min. ‘utes toall boare members present and also those absent, Shall ead minutes ofthe previous meeting ata lub’meetings, and have available a copy of all Executive Board mates. Option: The Secretary shall sponse with reading of tbe mites a Club matings by sting them for approval othe Boa ora designated pers) Wen approved they ae to be emule to members ina iely man ‘ee. Secretary sll have avaiable a pine copy ofboth General and Exewtive Board minutes at Cub meetings. (© Shall be responsible for ay club correspondence as directed © TheTrasurer ‘© hall ceive all monies belonging tothe cluband keep anitemized 1c ‘count ofthese monies ‘Shall reconcile ll bunk statements with income and expenditures, and ‘maintain receipts, pety cash, and ledger books ‘Shall make payments for noemal expenses when a completed meus! for ‘payment vourher with attached receipt is presented and for expenses {and donations authorize by the Executive Boar. {sresponsible for providing the cash box and rae ickets and organiz~ ing their ale 3By-laws-Continued ‘Shall advise club members who are delinquent in this dues prioe tothe ‘Mag club meeting ‘Shall be sesponsble for forwarding of dues to outside organizations ‘Shall be responsible for preparing an annual balance sheet and a budget forthe fisal year Ist April to 3st March. ‘Shall present the Looks tobe audited atthe end ofeach fiscal year. for preparing. a brief financial report foreach moet- ing. NOTE" A reserve fund shall be maintained atthe end ofeach fiscal year. Amite VIEMestings 1. Regular meetings are held onthe fourth Mon of the fllowing months: Sep- tember October, November, January, February, March, April and May. A garden ‘walk, holiday party and other socal events will ake place as determined by the Program Committee. An August meeting s determined as necessary ‘The President shall have the authority to call special meetings ofthe Board or (Club when deemed necessary and incase of emergency shall have power to can- calor change the time and/or day of te regular mesting, (cers shal be natalie a the April meeting every year. New officers will as- sume responsiity’ atthe end of the May meeting. 4. One thind of the membership shall constiutea quorum. “Article VILExecutive Board 1, Members ofthe Executive Board shall canis ofthe ected officers andl the ap- pointed committee chairmen, 2. Members ofthe Executive Board shall hve the right to permit the alendance of any person whose prosenceis relevant to the Executive Boar meeting. At Jest {eee Executive Board members must be in agreement with the atedance re- quest, [Boar meetings are to bw eld on the Monday before the regular meeting or as designated by the President ‘One third ofthe Fxecutive Board shall constitute a quorum. “The control and management of the clubshal be vested inthe Faecutive Board, subject to the by-lass and polices voted hy the cab, It shall appecve all major expenditures AnticleX-Committees: “To ensure the successful operation of the cub the following committees ate recom end 1. Program Commitee a 4 CommiteeBy-laws-Continued 5. Publicity Committee 6. History Committee 7. Waysand Means / Fund Raising Committee '8 Sunshine/Correspandence Committee 9, Horticulture Committees ‘A Libeary Lane 5 Youth Garden Any Community Beautification Projects * 10, Garden Therapy Comittee U1, Scholarship Commitee 12 Comumunication Committee ‘A Website B Newsletter Brochure, D.Email / Phone 13, Flower Show Committee" 1k Philanthropy Comumitteo* 15, Auditing Comuiltee™ 16, Nominating Commutiee* 17. By-Laws Commitee” “These committees are convened as required, Arle X-Dutis of Committees 11 required the chairmen wil form their own committees. Allcommittee chairmen will mainain procedure manuals and necessary records, Program Committee “The program chairman shall be cesponsiie forthe scheduling of progratns,s0- cals and any field trips irom Septernber through August. _Accopy ofthe program is to be prepared in time fr inckason in the year book. “The committe is responsible for fling any newds ofthe speaker such as venue layout, provision of prjetion equipment or provision of other demonstration equipment. They can enlist assistance with set-up and clean-up as needed. “The chairman is tesporsble for greting and introducing the speaker and ensur- ing that an appropriate thank you or payment i arrange. 2. Hospitality Committee: ‘© Isresponsible for notifying the seven members assigned to provide cold bever= ages (one member), cod (three members), ralfle (avo members) and the table Conteepiece which sto be used asa additional raffle prize-(one member) Note thot these ites should beat the mesting verue 30 minutes prior tothe meeting start time, Is responsible for providing and replenishing the consumables: disposable plates, forks, spoons, napkins, coffe, tea, sugar and coffee mate, Is responsible for setting up the refreshments, making coffee, hot water forte, roving and ening wp ae he meen,By-laws-Continued 3. Membership Committee: ¢Isresponsibe for providing a committee member to greet dub members and {guests on their arrival sta meeting to provide and handout name tags, and to ensure an attendance sheet and guest book is provided and completed. Is responsible for maintaining the attendance restr and providing attendance snuubers to the secretary. ‘Shall work with the treasure in providing and maintaining accurate membership ‘rosters for GCI and District IX. responsible fr follow up and contact of guest atendeos as prospective members it appropriate 4. Commitee: © Isresponsible for compilation, corrections to, additions to, printing, and distribu tion of the © Isresponsible for providing two copies of the completed to the club president by September 15th fr submission to District and State for awardsjudging Publicity Commitee: ‘© Iseesponsible for preparing, submsiting, and maintaining press and publicity no- tices rogarding future meetings and specal events. (© scesponsible for maintaining a Press Release Archive Book, 6, History Commitee: © Isresponsibe for maintaining the Club History Archives including copies of s, ‘relevant photographs, and relevant press releases. © Isresponsibe for preparing an anna written summary of club events and active ties 7. Ways and Means/ Fund Raising Committee: ¢Isresponsible for coming up with eas for potential fund rasers, and deciding ‘when they should occur sponsible for assisting in securing materials, venues, and people to cary out these projects 8, Sunshine/ Correspondence Committee: (© lsresporsible for sending every club member a birthday card ‘© scesponsible for sending out bereavement, get well, and other celebratory cards, andalsothank you notes a directed. Horticulture Committe: ‘A. Library Lane 1B Youth Garden ©. Community Beautification ProjectsBy-laws-Continued Fach chairman responsible for organizing a committe to plan, prepare, install, and maintain the specific horticultural project including the taking of before ant ‘alter photographs. “The chairmen should contac the Presdent/ Awards Chair when planning anew or continuing projet to determine fits eligible for a GCT or NGC award, and then fulfill any awards requirements. 10. Garden Therapy Committee: (© The chairman is responsible for oganizing a committee to plan, prepare and com- plete garden therapy projects n accordance with a Procedure Mana {¢Thechairmanis responsible for completing an application and applying to GCL for an annual grant. {UL Scholarship Committee €¢Teresponsibe forthe liaison with schools or other qualifying institutions regard- Ing the selection of suitable applicants fr the scholarship. [s responsible forthe selection ofa suitable candidat forthe scholarship. ‘© Esresponsibe forthe presentation ofthe scholarship uns 12. Communication Commitee: © Is responsible forthe following modes of communication: "2 Website implementation ane maintenance ofthe club website b—Newsletier-compiling editing, printing and distribution of the chub newsletter, ‘eBrochure - designing editing and printing of the cub brochure, Emil / Phone: 1) Contacting memibers regarding upcoming meetings and. vents 2) _ Responding tockub ema, 18, Flower Show Committe: ‘© Is responsible for the organization and running ofthe ower show, Duties in- ‘duder arranging a venue, deciding on the format and categories tobe exhtited, printing of the seules, organizing judges and prizes setting up the venue and ‘afling it ane organizing suitable hospitality. The committe wil enlist the assis- tance of club members as required. 14, Pislanthwopy Committee: 18 Isresponsible for investigating and presenting a ist of suitable charities, worthy causes, and civie project o which the club could donate Funds, 15, Auditing Committee: {© Ieresponsibe for an annual audit ofthe books for the fiscal year, and making a report to the Executive Boa 38By-laws-Continued 16. Nominating Commitee: ‘© _Isresponsibie fr submitting possible candidates foreach ofthe officer's positions at the ime ofan election © The Commitee will meet to decide on possible candidates, and] then contact them to solic thoi willingness to he elected. © Theclevtion sto he held in accordance with the Procedure Manual. 17. By-laws Committee: (© Isrespensible fo documenting and amending the clu bylaws. © Isrespensibe for providing an up-to-date copy ofthe by-laws to the Commtce inclusion in the Article XL Monthly Raffles “tthe end of each fiscal yearall proceeds from the monthly raffles will headed to Uhe reserve Rand, Article XIF-Dissolution Procedure for distelving the Grayslake Groenery Garden Club will he hased on the rule of the State Garden Chu anor sate fs AicleXII-Parliamentary Authorty "Robert's Rules of Onder Nevly Revised” will overn the procewlings in all cases to ‘hich they are not inconsistont with these by-laws and standing rules. Article XIV-Amendiments ‘Upon recommendation of the Executive Board, by-laws may be amended by a imujorty vote at any general messing with previous notice, or a2/3 vote ofthe membership without noice, Amticte XV-Standing Rules ‘Sanding Rules may'be adopted by a majrity vote at any general meeting. Stand- ing Rules ar related to deta of the administration of the lub rather than to par= liamentary procedure 1. Payment of expenses: The club shall pay the registration and huncheon, ‘expenses forthe president and one momber to attend any ofthe Garden Club ‘of linois State and District anna meetings. in the event the president «aot attend he/she will ask the vice prescent and then in sequence the following: secretary, treasurer, and program and committe chatnen. 2. Book of Remembrance: Up the death ofa clubs member, book or books ‘will he purchased forthe Grayslake Area Public Library in their memory anc _adonation will be sent othe GC to memorialize them inthe Book of Remem- ‘rance. Total valueis atthe discretion ofthe Fxcctive Board 3. Book of Honor Outgoing Presidents willbe honored with a donation to the GCTBook of Honor. Value f the donation tobe tthe discretion ofthe Exec re Boar 4. Gratuities A gift of $25 will be sent to any non-member in appreition for the use of their garden fr the cul’ anna gacden walk. 5. When speaker has waived a fee in lea ofa charitable donation, the dollar amount is determined by the Program Chair with Board approval Revised: September 2012 39