BY-LAWS OF THE GRAYSLAKE GREENERY GARDEN CLUB
Article I-Name
The name of the club is Grayslake Greenery Garden Club.
Article II-Objectives
The objectives and purposes for which the club is organized:
1. To encourage interest in all phases of home gardening.
2. To promote civic beautification.
3. To promote conservation of natural resources.
Article III-Membership
1. Members must have an ongoing interest in horticulture.
2. Members must pay their dues and be in accord with the objectives of the club.
3. Members will be dropped for nonpayment of dues.
4. Membership is required after attendance at two consecutive meetings as a guest.
Article IV-Dues
1. Dues of $20.00 per person, $30.00 per couple/ household, are payable April 1st of each year and are delinquent as of the May club meeting.
2. Dues for new membership: If joining in the first half of the fiscal year, dues shall be $20.00 per person or $30 for two people in a household.
Article V-Elected Officers
1. Elected officers of this club shall be President, Vice-President, Secretary and Treasurer. Option: Co-officers are permitted for any elected office.
2. Prior to an election, a nominating committee will be appointed by the President.
3. Nominations may also be made and seconded from the membership at the time of an election.
4. No one shall be nominated or elected whose consent to serve has not been first obtained.
5. Officers are elected for a term of two years and may succeed themselves. President and Secretary are to be elected on even years and Vice President and Treasurer on odd years. Should a vacancy occur during this two-year term, the Executive Board shall select a replacement to complete the term.
6. Officers shall be elected and installed at the April meeting and assume their responsibilities at the end of the last meeting before the summer hiatus.
7. Outgoing officers are automatically members of the Executive Board for the following year to provide continuity.
Article VI-Duties of Officers
The President:
• Shall preside at all meetings of the club and the Executive Board, also at club functions.
• Shall be responsible for securing a venue for all meetings.
• Shall notify all Executive Board members of the time and venue for executive meetings and prepare an agenda.
• Shall appoint the chairman of all special committees and have overall responsibility for steering the committees and the club as a whole toward the planned objectives, projects and fund-raising goals.
• Shall represent the club at State, District IX, and various local meetings or designate an alternate delegate to attend.
• Shall encourage recruitment of new members.
• Shall be an alternate signatory for banking.
The Vice-President:
• Shall perform the duties of the president in their absence or inability to serve.
• Shall be chairman of the Program Committee.
• Shall be chairman of the Ways and Means Committee.
The Secretary:
• Shall keep accurate minutes of all the club meetings and the executive board meetings, including attendance numbers.
• The Secretary shall submit the BOD minutes and the minutes of the general meetings for approval to the Board or a designated person on the BOD. When approved, the BOD minutes are to be emailed to all BOD members and the minutes of the general meetings are to be emailed to all Club members in a timely manner.
• Shall be responsible for any club correspondence as directed.
• Secretary shall have available a printed copy of both the GGGC general meeting and Executive BOD minutes at club meetings and BOD meetings.
The Treasurer:
• Shall receive all monies belonging to the club and keep an itemized account of these monies.
• Shall reconcile all bank statements with income and expenditures, and maintain receipts and ledger books.
• Shall make payments for normal expenses when a completed request for payment voucher with attached receipt is presented and for expenses and donations authorized by the Executive Board.
• Is responsible for maintaining and providing the cash box and raffle tickets and organizing their sale at any function the BOD deems necessary.
• Is responsible for providing cash box at any club activity the BOD deems necessary.
• Shall advise club members who are delinquent in their dues before May 31st.
• Shall present the books to be audited at the end of the fiscal year.
• Shall be responsible for forwarding of dues to outside organizations.
• Shall be responsible for preparing an annual balance sheet and a budget for the fiscal year April 1 through March 31.
•Shall be responsible for preparing a brief financial report for each general and BOD meeting.
NOTE: A reserve fund shall be maintained at the end of each fiscal year.
Article VII-Meetings
1. Regular meetings are usually held on the fourth Tuesday at least 6 times per year
from September through April as determined by BOD and the Program Committee. The meeting schedule will be announced in the yearbook and website.
A summer gathering, holiday party, and other events will take place as determined by the Program Committee.
2. The President shall have the authority to call special meetings of the Board or Club when deemed necessary and in case of emergency shall have power to cancel or change the time and/or day of the regular meeting.
3. One third of the membership shall constitute a quorum.
Article VIII-Executive Board
1. Members of the Executive Board shall consist of the elected officers and the appointed committee chairmen.
2. Members of the Executive Board shall have the right to permit the attendance of any person whose presence is relevant to the Executive Board meeting.
3. Board meetings are to be held on a Monday before the regular meeting or as designated by the President.
4. One third of the Executive Board shall constitute a quorum.
5. The control and management of the club shall be vested in the Executive Board, subject to the by-laws and policies voted by the club. It shall approve all major expenditures.
Article IX-Committees:
To ensure the successful operation of the club the following committees are recommended:
1. Program Committee
A. Programs
B. Field Trips
2. Hospitality Committee
3. Membership Committee
4. Yearbook Committee
5. Publicity Committee
6. History Committee
7. Ways and Means / Fund Raising Committee
8. Sunshine/Correspondence Committee
9. Horticulture Committees
A. Library Lane
B. Any Community Beautification Projects *
10. Garden Therapy Committee
11. Scholarship Committee
12. Communication Committee
A. Website
B. Facebook
C. Brochure
D. Email / Phone
13.Awards and Grants Committee
14. Flower Show Committee*
15. Philanthropy Committee*
16. Auditing Committee*
17. Nominating Committee*
18. By-Laws Committee*
*These committees are convened as required.
Article X– Duties of Committees
• If required, the chairmen will form their own committees.
• All committee chairmen will maintain a procedure manual and necessary records.
1. Program Committee:
• The program chairman shall be responsible for the scheduling of programs, socials and any field trips.
• The committee shall be responsible for securing dated, written, signed confirmations from the proposed speakers.
• A copy of the program is to be prepared in time for inclusion in the year book.
• The committee is responsible for fulfilling any needs of the speaker such as venue layout, provision of projection equipment, or provision of other demonstration equipment. They can enlist assistance with set-up and clean-up as needed.
• The chairman or delegate is responsible for greeting and introducing the speaker and ensuring that an appropriate thank you or payment is arranged.
2. Hospitality Committee:
• Is responsible for notifying the seven members assigned to provide cold beverages (one member), food (three members), raffle (two members), and the table centerpiece (one member) which is to be used as an additional raffle prize Note that these items
should be at the meeting venue 45 minutes prior to the meeting start time.
• Is responsible for providing and replenishing the consumables: disposable plates, forks, spoons, napkins, coffee, tea, sugar, and creamer.
• Is responsible for assisting the assigned members set up the refreshments, and clean up after the meeting as outlined in monthly meeting instructions.
3. Membership Committee
• Is responsible for providing a committee member or delegate to greet club members and guests on their arrival at a meeting and to provide and hand out name tags.
• Is responsible for maintaining the attendance register and providing attendance numbers to the secretary.
• Shall work with the Treasurer in providing and maintaining accurate membership rosters for GCI and District IX.
• Is responsible for follow up and contact with new members and also with guest attendees as prospective members if appropriate.
4. Yearbook Committee:
• Is responsible for compilation, corrections to, additions to, printing, and distribution of the yearbook.
• Is responsible for ensuring that two copies of the completed yearbook are submitted, usually by the Awards Chair, to District IX and State for awards judging by the relevant deadline, usually September 15th.
• A copy of the program is to be prepared in time for inclusion in the yearbook.
5. Publicity Committee
• Is responsible for compilation, submitting, and ensuring maintaining press and publicity notices regarding future meetings and special events.
• Is responsible for maintaining a Press Release Archive Book.
6. History Committee:
• Is responsible for maintaining the Club History Archives including copies of relevant photographs and relevant press releases.
• Is responsible for preparing an annual written summary of club events and activities including relevant photographs.
7. Ways and Means/Fund Raising Committee:
• Is responsible for coming up with ideas for potential fund raisers, and deciding when they should occur.
• Is responsible for assisting in securing materials, venues, and people to carry out these projects.
8. Sunshine/Correspondence Committee:
• Is responsible for sending every club member a birthday card.
• Is responsible for sending out bereavement, get well, and other celebratory cards, and also thank you notes as directed.
9. Horticulture Committees:
A. Library Lane
B. Community Beautification Projects
• Each chairman is responsible for organizing a committee to plan, prepare, install, and maintain the specific horticultural project including the taking of before and after photographs.
• The chairmen should contact the Awards Chair when planning a new or continuing project to determine if it is eligible for a GCI or NGC award, and then fulfill any awards requirements.
10. Garden Therapy Committee:
• The chairman is responsible for organizing a committee to plan, prepare and complete garden therapy projects at the Grayslake Senior Center.
11.Awards Chair, the chairman is responsible for completing an application and applying to GCI for an annual grant.
12. Scholarship Committee:
• Is responsible for the liaison with schools or other qualifying institutions regarding the selection of suitable candidates for the scholarship(s).
• Is responsible for approval by BOD of funds available for scholarship prior to soliciting applicants.
• Is responsible for the selection of a suitable recipient(s) for the scholarship.
• Is responsible for the presentation of the scholarship funds to the winner(s).
13. Communication Committee:
• Is responsible for the following modes of communication:
a. Website – implementation and maintenance of the club website.
b. Newsletter – compiling, editing, printing and distribution of the club newsletter.
c. Brochure – designing, editing, and printing of the club brochure.
d. Email / Phone:
1) Contacting members regarding upcoming meetings and events.
2) Responding to club email.
14. Awards and Grants Committee
• Is responsible for completing applications and applying to GCI, District IX and NGC for applicable grants.
• Is responsible for applying for any award the BOD deems pertinent.
15. Flower Show Committee:
• Is responsible for the organization and running of the flower show. Duties include: arranging a venue, deciding on the format and categories to be exhibited, printing of the schedules, organizing judges and prizes, setting up the venue and staffing it, and organizing suitable hospitality. The committee will enlist the assistance of club members as required.
16. Philanthropy Committee:
• Is responsible for investigating and presenting a list of suitable charities, worthy causes, and civic projects to which the club could donate funds.
17. Auditing Committee:
• Is responsible for an annual audit of the books for the fiscal year, and making a report to the Executive Board.
17. Nominating Committee:
• Is responsible for submitting possible candidates for each of the officer's position at the time of an election.
• The Committee will meet to decide on possible candidates, and then contact them to solicit their willingness to be elected.
• The election is to be held in accordance with Article V in the club’s bylaws.
19. By-laws Committee:
• Is responsible for documenting and amending the club by-laws.
• Is responsible for providing an up-to-date copy of the by-laws to the Yearbook Committee for inclusion in the yearbook.
Article XI-Monthly Raffles
Proceeds from the monthly raffles will be added to the reserve fund unless
directed otherwise by the BOD.
Article X11: Dissolution
Procedure for dissolving the Grayslake Greenery Garden Club will be based on the rules of the State Garden Club and/or state law.
Article XIII-Parliamentary Authority
"Robert's Rules of Order Newly Revised" will govern the proceedings in all cases to which they are not consistent with these by-laws and standing rules.
Article XIV-Amendments
Upon recommendation of the Executive Board, by-laws may be amended by a majority vote at any general meeting with previous notice, or a 2/3 vote of the membership without notice.
Article XV-Standing Rules
Standing Rules may be adopted by a majority vote at any general meeting. Standing
Rules are related to details of the administration of the club rather than to
parliamentary procedure.
1. Payment of expenses: The club shall pay the registration and luncheon expenses for 2 members to attend any of the Garden Club of Illinois State and District IX annual meetings. If more than 2 members attend, the money for the 2 designated attendees will be split evenly among those attending and they will pay the difference.
2. Book of Remembrance: Upon the death of a club member, a donation will be sent to GCI to memorialize them in the Book of Remembrance. Additionally, a donation may be made to a charity designated by the deceased’s family. Former, long standing deceased members may also be memorialized by a donation to the GCI Book of Remembrance and a further donation given in the deceased name to a charity at the BOD’s discretion. Total value of the donation is at the discretion of the Executive Board.
3.Book of Honor: Outgoing Presidents and other worthy members will be honored with a donation to the GCI Book of Honor. Value of the donation to be at the discretion of the Executive Board.
4. Gratuities: A gift of $25 will be sent to any non-member or member in appreciation for any club activity held at his/her house.
5. When a charitable donation is made in lieu of speaker’s fee, the dollar amount is determined by the Program Chair with Board approval.
Written: January 1996 Revised: March 1996, April, 1996, April 1997, August 2003
August 2005, August 2006, September 2008, September 2010, September 2012, October 2020