EGC - Bylaws

BYLAWS OF THE EASTON GARDEN CLUB
REVISED March 2009

ARTICLE 1
NAME

THE NAME OF THIS ORGANIZATION SHALL BE THE EASTON GARDEN CLUB.

ARTICLE 2
OBJECT

THE OBJECT OF THE CLUB SHALL BE TO ADVANCE AND ENCOURAGE THE ART OF GARDENING AND STUDY OF HORTICULTURE, FLORICULTURE AND LANDSCAPE ARCHITECTURE; TO AID IN THE PROTECTION AND CONSERVATION OF NATURAL RESOURCES; AND TO PROMOTE CIVIC BEAUTY AND ROADSIDE IMPROVEMENT IN THE TOWN OF EASTON.

ARTICLE 3
MEMBERSHIP AND
ARTICLE 4
DUES
(FINAL DRAFT March 7, 2009)

Membership is open to all residents and to all non-residents of Easton, unless a non-resident's town has an existing federated garden club. The non-resident members may not exceed 25% of the total club membership. In keeping with the club's objectives (see Article 2), active membership is highly encouraged in order to maintain a vibrant, working club.

There are four categories of membership: Active, Senior Active, Inactive, and Patron. If necessary the Executive Board or the Membership Chairperson may review individual applications for exemptions.

The prospective Active member must attend an initial club meeting and must be sponsored by a member of at least one year's duration. The Membership Chairperson may also sponsor an applicant. A written application must be completed and submitted with the dues payment to the Membership Chairperson. Such application will be voted upon at the next General Board meeting, after which time the Membership Chairperson will notify the applicant of the decision.

The General Board does not vote upon applications for Senior Active, Inactive, or Patron memberships. The Membership Chairperson or Executive Board will review these applications. When it is confirmed that an Active member meets the criteria for either Senior Active or Patron membership, their status will be converted at the beginning of the club year, which is July 1st. No conversions to Senior Active or Patron will occur during the club year; however an Active member may convert to Inactive status at any time.

Active Membership Expectations of the Active member include working on a minimum of two (2) major projects each club year, e.g. plant sale, greens sale, NRT fair, house/garden tour, and community beautification via the efforts of the Village Improvement Committee. Active members may be assigned hospitality duties at least once a year. They must attend at least five (5) of the nine (9) meetings held during the club year (September-November, January-June). If an Active member is no longer able to fulfill Active membership requirements, they may choose to become an Inactive or Patron member, or they may request an exemption.

Active members may vote and may hold office.

Active membership dues are $35. An application including program book changes, new interests, etc. must be submitted annually with dues payment.

Senior Active Membership A Senior Active member must have had at least ten (10) consecutive years as an Active member and must be 65 years old. Expectations of the Senior Active member are to attend at least two (2) meetings and to participate in club events and projects, as able. Senior active members may be assigned hospitality duties once annually.

Senior Active members may vote and may hold office.

Senior Active dues are $20. An application including program changes, new interests, etc. must be submitted annually with dues payment.

Inactive Membership The General Board recognizes that an Active member may be temporarily or permanently unable to participate in the required club activities to remain an Active member in good standing. Even so, the club does not want to lose connections with a valued member. An Inactive member must have been an Active member for at least ten (10) years. Although there are no club requirements or responsibilities for the Inactive members, they may attend meetings and work on all projects and events. The Active member may submit an application for Inactive membership to the Executive Board or the Membership Chairperson. Inactive member dues will take effect at the start of the club year, which is July 1st.

Inactive members may not vote and may not hold office.

Inactive membership dues are $50. An application including program changes, new interests, etc. must be submitted annually with dues payment.

Patron Membership The Patron member must have had at least one (1) year of active membership prior to application to the Executive Board or the Membership Chairperson for a change in member status. The Patron member is welcome to participate in all club meetings, projects, and events, although there are no requirements to do so.

Patron members may not vote and may not hold office.

Patron membership dues are $75. An application including program changes, new interests, etc. must be submitted annually with dues payment.

ARTICLE 5
OFFICERS

SECTION 1.
THE OFFICERS OF THIS CLUB SHALL BE A PRESIDENT, A 1ST VICE-PRESIDENT, A 2ND VICE PRESIDENT A RECORDING SECRETARY, A TREASURER, AND A CORRESPONDING SECRETARY.

SECTION 2.
THE PRESIDENT SHALL:
A. PRESIDE AT ALL MEETINGS OF THE CLUB AND OF THE EXECUTIVE BOARD;
B. BE A MEMBER EX-OFFICIO OF ALL COMMITTEES EXCEPT THE NOMINATING COMMITTEE
C. APPOINT SPECIAL COMMITTEES AS NEEDED;
D. FILL ANY VACANCY IN AN ELECTIVE OFFICE EXCEPT THAT OF PRESIDENT FOR
THE UNEXPIRED TERM, WITH THE APPROVAL OF THE EXECUTIVE BOARD.
E. PERFORM SUCH OTHER DUTIES AS ARE PERTINENT TO THE OFFICE.

SECTION 3.
THE 1ST AND 2ND VICE-PRESIDENT WILL OVERSEE ALL THE CLUB MATERIALS, AND IN THE ABSENCE OF THE PRESIDENT, SHALL PERFORM ALL THE DUTIES OF THE OFFICE. IN THE EVENT OF THE RESIGNATION OR REMOVAL OF THE PRESIDENT, THE 1ST VICE-PRESIDENT SHALL BECOME PRESIDENT AND HOLD OFFICE UNTIL THE NEXT ANNUAL MEETING.
THE VICE-PRESIDENTS WILL HEAD A COMMITTEE WHO SHALL SCHEDULE ALL BOARD MEETINGS AND ARRANGE MONTHLY PROGRAMS, SUBJECT TO THE APPROVAL OF THE BOARD. THIS COMMITTEE WILL ALSO PREPARE PROGRAM BOOKLETS.

SECTION 4.
THE RECORDING SECRETARY SHALL KEEP A RECORD OF EACH CLUB MEETING AND OF THE EXECUTIVE BOARD MEETING AND SHALL BE RESPONSIBLE FOR ALL RECORDS PERTAINING TO THE OFFICE.

SECTION 5.
THE CORRESPONDING SECRETARY SHALL HAVE CHARGE OF THE CORRESPONDENCE OF THE CLUB. SHE WILL SERVE AS SUNSHINE CHAIRPERSON.

SECTION 6.
THE TREASURER WILL COLLECT AND HOLD ALL FUNDS BELONGING TO THE CLUB AND SHALL DEPOSIT THEM IN A BANK.HE/SHE WILL COLLECT ALL DUES AND ALL OTHER FUNDS BELONGING TO THE CLUB; SHALL PAY ALL BILLS UPON APPROVAL OF THE PRESIDENT AND THE MEMBER INCURRING THE BILL, AND SHALL PRESENT A STATEMENT OF FUNDS AT EACH MEETING OF THE CLUB. AN AUDITOR SHALL BE APPOINTED BY THE PRESIDENT TO AUDIT THE TREASURER'S BOOKS BEFORE THE ANNUAL MEETING (JUNE)

ARTICLE 6
THE BOARD

SECTION 1.
THE BOARD SHALL CONSIST OF THE OFFICERS AND CHAIRPERSONS OF STANDING AND SPECIAL COMMITTEES.

SECTION 2.
THE BOARD SHALL MEET IN ADVANCE OF THE GENERAL MEETINGS TO CONDUCT NECESSARY CLUB BUSINESS. THE BOARD WILL APPROVE PROPOSALS BY THE
PRESIDENT TO FILL VACANCIES ON THE BOARD. IT SHALL BE THE ENFORCING BODY OF THE BYLAWS.

SECTION 3.
THERE SHALL BE AN EXECUTIVE BOARD TO CONSIST OF ALL 6 OFFICERS, EMPOWERED TO TRANSACT ANY BUSINESS, WHICH NEEDS IMMEDIATE ATTENTION BETWEEN THE REGULAR MEETINGS OF THE BOARD.

ARTICLE 7
STANDING COMMITTEES

SECTION 1.
THERE SHALL BE STANDING COMMITTEES WHOSE CHAIRPERSON WILL BE APPROVED AT THE ANNUAL MEETING. THESE CHAIRPERSONS WILL KEEP A" RECORD BOOK" OF THEIR YEARS' ACTIVITIES TO PASS ON TO THEIR SUCCEEDING CHAIRPERSON. THEY WILL ALSO BE RESPONSIBLE TO SUBMIT AN "END OF THE YEAR REPORT" TO THE PRESIDENT BEFORE THE ANNUAL MEETING.

SECTION 2.
THERE SHALL BE A PROGRAM COMMITTEE CONSISTING OF THE 2ND VICE-PRESIDENT AS CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO PLAN THE PROGRAM FOR EACH MEETING AND BE RESPONSIBLE FOR HAVING CLUB PROGRAM BOOKS PRINTED.

SECTION 3.
THERE SHALL BE AN EXHIBITS COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO CHOOSE ARRANGERS FOR THE REFRESHMENT TABLE AND TO PLAN EXHIBITS FOR EACH MEETING. THESE CHOICES WILL BE PUBLISHED IN THE PROGRAM BOOKLET. THEY WILL ALSO ARRANGE FOR THE JUDGING OF ALL EXHIBITS. THEY WILL MAKE AND EXECUTE PLANS FOR THE ANNUAL CHRISTMAS DOORWAY CONTEST. THEY WILL KEEP A RECORD OF BLUE RIBBONS THAT WILL BE KEPT FOR THE CURRENT YEAR. THIS RECORD WILL DETERMINE THE WINNERS OF THE DESIGN AND HORTICULTURE BOWLS, WHICH WILL BE AWARDED AT THE ANNUAL MEETING. THERE MUST BE A MINIMUM OF 5 BLUE RIBBONS AWARDED TO WIN THE BOWLS IN EACH CATEGORY. THESE BOWLS REVOLVE ANNUALLY. THE HORTICULTURAL AWARD CAN BE GIVEN NO MORE THAN TWO CONSECUTIVE YEARS TO THE SAME MEMBER.

SECTION 4.
THERE SHALL BE A VILLAGE IMPROVEMENT COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO IMPROVE CIVIC AREAS, AND ARRANGE ARBOR DAY OBSERVANCES WHEN FEASIBLE.

SECTION 5.
THERE SHALL BE A MEMBERSHIP COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO EXECUTE ARTILCLE 3, COLLECT DUES, NOTIFY
NEW MEMBERS, IN WRITING, OF THEIR ACCEPTANCE INTO THE CLUB, ORGANIZE THE NEW MEMBERS TEA, AND MAINTAIN A CURRENT MEMBERSHIP LIST.

SECTION 6.
THERE SHALL BE A HOSPITALITY COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO PROVIDE THE NAMES OF THOSE RESPONSIBLE FOR REFRESHMENTS EACH MONTH FOR THE PROGRAM BOOKLET, AND TO MAINTAIN ALL SUPPLIES (coffeepots, carafes, tablecloths, etc.)

SECTION 7.
THERE SHALL BE A GARDEN THERAPY COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO DEVELOP PROJECTS COMPATIBLE WITH CLUB AND FEDERATION INTERESTS AND AIMS.

SECTION 8.
THERE SHALL BE A GARDEN WALKS COMMITTEE CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO ORGANIZE TOURS OF GARDENS AND INFORM MEMBERS OF CURRENT GARDENS OF INTEREST.

SECTION 9.
THERE SHALL BE A PUBLICITY CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO GIVE THE CLUBS' PUBLICITY ON MEETINGS AND PROJECTS TO THE NEWS MEDIA, TO THE FEDERATION NEWSLETTER EDITOR AND FEDERATION SECRETARY.

SECTION 10.
THERE SHALL BE A CONSERVATION AND LEGISLATION COMMITTEE, CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO:
A PROMOTE INTEREST IN CONSERVATION ON A CLUB AND COMMUNITY LEVEL AND
TO PROVIDE THE PROGRAM FOR ONE GENERAL MEETING ANNUALLY: TO WORK IN
CONJUNCTION WITH THE PROGRAM CHAIRPERSON.
B BE A MEMBER AND ATTEND, IF POSSIBLE, MEETINGS OF THE NRT (NRT ANNUAL
DUES WILL BE PAID FOR THIS MEMBER BY THE EASTON GARDEN CLUB); ATTEND
FEDERATION CONSERVATION MEETINGS, AND MAKE APPROPRIATE REPORTS TO
THE CLUB.
C INFORMS THE CLUB OF ALL PERTINENT LEGISLATION.

SECTION 11.
THERE SHALL BE A HORTICULTURE COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO:
A PRESENT A TALK ON HORTICULTURE AT EACH CLUB MEETING
B PROVIDE LISTS OF HORTICULTRAL SPECIMENS FOR EACH MEETING,
TO BE PUBLISHED IN THE PROGRAM BOOKLET
C ATTEND FEDERATION HORTICULTURE MEETINGS, WHEN POSSIBLE.

SECTION 12.
THERE SHALL BE A CLUB NEWSLETTER COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHOSE DUTY WILL BE TO PUBLISH AND DISTRIBUTE A MONTHLY NEWSLETTER PRIOR TO EACH GENERAL MEETING.

SECTION 13.
THERE SHALL BE A CLUB HISTORIAN WHOSE DUTY IT SHALL BE TO KEEP A RECORD OF THE CLUBS' HISTORY, MAINTAIN A SCRAPBOOK, AND TAKE PICTURES OF CLUB EVENTS.

SECTION 14.
THERE SHALL BE A NOMINATING COMMITTEE CONSISTING OF A CHAIRPERSON AND MEMBERS WHO WILL PRESENT THE SLATE OF OFFICEERS FOR THE ENSUING YEAR, ALL TO BE ELECTED BY THE CLUB AT THE ANNUAL MEETING. THE SLATE SHALL CONSIST OF THE OFFICERS AND STANDING COMMITTEES.

SECTION 15.
THERE SHALL BE A WAYS AND MEANS AND NRT FAIR CHAIRPERSON AND COMMITTEE WHOSE DUTY WILL CONSIST OF PLANNING AND EXECUTING THE FALL SALE AT THE SHEEP PASTURE, AND ANY OTHER PROJECTS TO RAISE MONEY FOR THE CLUB.

SECTION 16
THERE SHALL BE AN AWARDS CHAIRPERSON AND COMMITTEE WHOSE DUTY WILL BE TO APPLY FOR AND SUBMIT ANY " BOOKS OF EVIDENCE " TO THE FEDERATION IN ANTICIPATION OF WINNING AN AWARD.

ARTICLE 8
SPECIAL PROJECTS

THE CHAIRPERSON OF SPECIAL PROJECTS (HOUSE TOURS, FLOWER SHOWS, GRANTS,) SHALL UPDATE MEMBERS AT GENERAL MEETINGS. FINAL DECISIONS ARE SUBJECT TO THE APPROVAL OF THE BOARD.

ARTICLE 9
NOMINATIONS AND ELECTIONS

SECTION 1
THE NOMINATING COMMITTEE SHALL PRESENT THE SLATE OF OFFICERS AND STANDING COMMITTEE CHAIRPERSONS AT THE ANNUAL MEETING

SECTION 2
IF THERE IS ONLY ONE NOMINEE FOR EACH OFFICE, BY VOTE OF THE CLUB, THE RECORDING SECRETARY SHALL CAST ONE BALLOT FOR THE ENTIRE LIST, OR FOR AS MANY AS IS THE SOLE NOMINEES FOR AN OFFICE.

SECTION 3
NO MEMBER SHALL SERVE FOR MORE THAN 2 CONSECUTIVE YEARS IN THE SAME OFFICE EXCEPT BY APPROVAL OF THE BOARD.

ARTICLE 10
MEETINGS

SECTION 1
THE ANNUAL MEETING SHALL BE HELD IN JUNE. AT THIS MEETING THE ANNUAL REPORTS SHALL BE GIVEN, ELECTIONS HELD AND ANY NECESSARY BUSINESS CONDUCTED.

SECTION 2
NINE MONTHLY MEETINGS SHALL BE HELD ON THE SECOND WEDNESDAY EVENING FROM SEPTEMBER THROUGH JUNE, EXCLUDING DECEMBER. THE DATE OF THE MEETINGS MAY BE CHANGED AT THE DISCRETION OF THE EXECUTIVE BOARD. IF THERE IS NO SCHOOL, OR THE SCHOOLS CLOSE DUE TO INCLEMENT WEATHER, THE MEETING WILL BE CANCELED.

A ONE MEETING A YEAR SHALL BE A " FREE GUEST NIGHT " WHEN INTERESTED
PEOPLE MAY ATTEND.
B THE CONSERVATION MEETING SHALL BE AN OPEN MEETING.

SECTION 3.
A CLUB MEMBER MAY BRING A GUEST TO ONE MEETING, EXCLUDING WORKSHOP MEETINGS. THE SAME GUEST MAY NOT ATTEND MORE THAN ONE MEETING PER CLUB YEAR.

SECTION 4.
AT ANY MEETING ONE -THIRD OF THE ACTIVE MEMBERS SHALL CONSTITUTE A QUORUM.
ONE-THIRD OF THE EXECUTIVE BOARD SHALL BE A QUORUM.

ARTICLE 11
PARLIAMENTARY AUTHORITY

THE RULES CONTAINED IN ROBERTS RULES OF ORDER REVISED SHALL GOVERN THIS CLUB IN ALL CASES WHEN THEY'RE APPLICABLE AND IN WHICH THEY ARE NOT INCONSISTENT WITH THE BY-LAWS.

ARTICLE 12
NONDISCRIMINATION

THE EASTON GARDEN CLUB SHALL NOT PERMIT IN THEIR CONDUCT OF CLUB AFFAIRS, ANY RESTRICTION OR LIMITATIONS WHATSOEVER BASED UPON RACE, COLOR, CREED, GENDER, NATIONAL ORIGIN OR EMPLOYMENT STATUS.

ARTICLE 13
DISSOLUTION

IN THE EVENT OF DISSOLUTION, ALL OF THE REMAINING ASSETS AND PROPERTY OF THE ORGANIZATION SHALL, AFTER PAYMENT OF NECESSARY EXPENSES, BE DISTRIBUTED TO SUCH ORGANIZATIONS AS SHALL QUALIFY UNDER SECTION 501 C (3) OF THE INTERNAL REVENUE CODE OF 1986, OR CORRESPONDING PROVISIONS OF ANY SUBSEQUENT FEDERAL TAX LAWS OR TO THE FEDERAL GOVERNMENT, A STATE OR LOCAL GOVERNMENT FOR PUBLIC PURPOSE, SUBJECT TO THE APPROVAL OF A COURT OF COMPETENT JURISDICTION WITHIN THE COMMONWEALTH OF MASSACHUSETTS.

ARTICLE 14
AMENDMENTS

THESE BYLAWS MAY BE AMENDED BY A TWO - THIRDS VOTE OF A QUORUM AT ANY REGULAR MEETING, PROVIDED THAT THE PROPOSED AMENDMENT HAS BEEN READ AT THE PREVIOUS REGULAR MEETING AND / OR SENT TO EACH MEMBER ELIGIBLE TO VOTE BEFORE THE MEETING.