ARTICLE I NAME
This club shall be known as the Exeter Area Garden Club.
ARTICLE II OBJECTIVE
To encourage interest in and knowledge of all phases of home gardening and floral design, and to promote civic beautification and the conservation of natural resources.
ARTICLE III MEMBERSHIP
Active Membership shall mean participation in at least one Club committee. Active Members also are expected to participate in Club projects and/or events throughout the year.
Associate Membership shall be available to those applicants who have been active members for at least five (5) years and are recommended by the Membership Committee and approved by the Board. They shall have all the privileges enjoyed by Active Membership but shall be excused from participation in projects/committees.
Renewing members shall submit a completed, dated application on a form provided by the Club, along with payment of dues, to the Membership Chair.
New members shall be accepted throughout the year by submitting a completed, dated application along with payment of dues. The Membership Chair shall notify the Board of any new members at each Board meeting.
ARTICLE IV DUES
Annual dues shall be determined by the Board and approved by the members and are payable by the Annual Meeting. New members joining after January 1st shall pay half the annual dues.
ARTICLE V OFFICERS AND DUTIES
The Executive Officers shall be the following elected officials: President, Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer. The Board shall consist of the Executive officers, the Immediate Past President, and the chairpersons of standing committees.
The Board shall transact general business of the Club, consider all questions of policy, and present recommendations to the Club for action. The Executive Officers shall be empowered to act in emergencies for the Board.
The President shall preside at all meetings of the Club, shall be a member ex-officio of all committees, shall call special meetings when necessary, and shall prepare an Annual Report for the Club’s archives.
The Vice-President shall conduct the business of the Club in the absence of the President. If the Office of President becomes vacant, the Vice-President shall assume the duties of the President to complete that term.
The Recording Secretary shall keep the minutes of the General Meetings and of the meetings of the Board.
The Corresponding Secretary shall conduct all correspondence pertaining to the Club and keep such records as are pertinent to the office.
The Treasurer shall keep account of all monies received or expended and shall present a quarterly statement to the Board and to the Club. Unbudgeted bills over $50.00 shall be approved by a majority of the Board. The Annual Report to the Club shall be audited periodically by the Board.
The Treasurer shall be Chairperson of the Budget Committee, which shall prepare the Annual Budget, said Committee to consist of the President, Treasurer, Chairperson of the Program Committee, Chairperson of the Ways and Means Committee, and such other Club Chairpersons as shall be deemed necessary. The budget shall be presented to the Board and the general membership for approval at the May meetings. The Treasurer and the President shall each be authorized to write checks for the Club. The Board may authorize the appointment of an Assistant Treasurer when deemed necessary.
If a vacancy occurs among the Executive officers, the Board shall have the right to fill the vacancy for the unexpired term.
ARTICLE VI STANDING COMMITTEES
The Standing Committees shall be: Awards, Budget, Civic Beautification, Design, Environment & Conservation, Herb, Horticulture, Hospitality, Membership, Nominating, Program, Public Relations, Ways and Means, Web Manager and Yearbook
Projects undertaken by the Club shall first be approved by the Board.
The Nominating Committee, consisting of the current President as Chair, the incoming President and at least three other members, shall be selected by the Executive officers in January.
The Committee shall submit a single slate of officers to the Board and the Club one month prior to election.
ARTICLE VII MEETINGS
General Meetings shall be held on the third Thursday, and Board Meetings shall be held on the first Thursday of each month, September through June, unless otherwise determined by the Board
The Annual Meeting shall be held in June.
ARTICLE VIII ELECTIONS
Election of Officers shall be held in May from a slate prepared by the Nominating Committee. Nominations from the floor shall be solicited by the President, and if there are none, the acceptance of the Nominating Committee report shall constitute the election. Officers shall be installed at the Annual Meeting in June.
ARTICLE IX PARLIAMENTARY AUTHORITY
Roberts’ Rules of Order, Revised shall be the authority governing this Club in business procedures not covered by the By-Laws.
ARTICLE X REVISIONS AND AMENDMENTS
These By-Laws shall be reviewed every five (5) years by a By-Laws Committee of five (5) or more and may be amended at any General Meeting of the Club by a two thirds vote of those present, provided the proposed amendments have been submitted at the previous Board meeting.
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By-Laws Revision Committee
· Dianna Thompson, Chairperson
· Susan Canada
· Betsy Vershay
· Linda Van de Car
· Nance Jordan
Revised March – 2015