CVGC Bylaws

Revised 2015

ARTICLE I—NAME

The name of the club shall be The Crofton Village Garden Club.

ARTICLE II—OBJECT

The object of the club is to promote and carry out activities that will stimulate member and community interest in horticulture, conservation, and floral design. The club will operate on a non- profit basis and will meet the purposes stated in the Bylaws of the Federated Garden Clubs of Maryland, Inc.

ARTICLE III—MEMBERSHIP

a. Membership shall be limited to sixty-five (65) active members, residents in the Crofton and surrounding areas. Membership is open to all persons regardless of age, race, creed, or gender.

b. Active members shall contribute to the objective of the club and pay dues. In addition to attending monthly meetings, an active member must be willing to serve on one Standing Committee, participate in fundraisers, flower shows, projects, and serve as a host on the Hospitality Committee.

c. Emeritus—To show appreciation for long-term service to the club, the Executive Board may bestow Emeritus status to a member who has twenty (20) years or more active member- ship and can no longer attend or participate fully in club activities. An Emeritus member retains all club privileges except for holding office, making motions, and voting but does not pay dues.

d. A prospective member, sponsored by an active member, must attend three (3) successive meetings. If there is a vacancy, the prospective member may become a member with payment of dues on the third (3rd) meeting. Otherwise the prospective member’s name will be placed on a “Waiting List” until a vacancy occurs.

ARTICLE IV—OFFICERS & EXECUTIVE BOARD MEMBERS

a. The officers shall consist of a President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Parliamentarian.

b. The term of the office is two years. A partial appointed term will not disqualify the Officer from an elected term.

c. The President, as Chief Executive Officer, shall preside at all regular meetings and at all Executive Board meetings; call special meetings; appoint all Committee Chairs; and shall be a member of all committees except the Nominating Committee.

d. The First Vice-President shall plan the club program. In the absence of the President, the First Vice-President shall perform the duties of the President.

e. The Second Vice-President shall be in charge of club membership records and the monthly attendance sheet; shall distribute “Seeds of Thought” to members present at meetings and shall forward same to absent members; preside at any meetings which the President and First Vice-President cannot attend.

f. The Recording Secretary shall keep a permanent record of the minutes of both regular meetings and Executive Board meetings.

g. The Corresponding Secretary shall write all letters pertaining to the club business.

h. The Treasurer shall receive, deposit and keep an accurate account of all club funds. The Treasurer or the President shall sign all warrants. The Treasurer shall keep an accurate record of the accounts and reconcile the monthly reports against the bank statements. An audit of the Treasurer’s records will be conducted by the Parliamentarian and one other member when the Office of Treasurer changes.

i. The office of Parliamentarian shall be filled by the immediate past President. The Parliamentarian will conduct an audit as directed in

ARTICLE IV

a. The officers shall consist of a President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Parliamentarian.

b. The term of the office is two years. A partial appointed term will not disqualify the Officer from an elected term.

c. The President, as Chief Executive Officer, shall preside at all regular meetings and at all Executive Board meetings; call special meetings; appoint all Committee Chairs; and shall be a member of all committees except the Nominating Committee.

d. The First Vice-President shall plan the club program. In the absence of the President, the First Vice-President shall perform the duties of the President.

e. The Second Vice-President shall be in charge of club membership records and the monthly attendance sheet; shall distribute “Seeds of Thought” to members present at meetings and shall forward same to absent members; preside at any meetings which the President and First Vice-President cannot attend.

f. The Recording Secretary shall keep a permanent record of the minutes of both regular meetings and Executive Board meetings.

g. The Corresponding Secretary shall write all letters pertaining to the club business.

h. The Treasurer shall receive, deposit and keep an accurate account of all club funds. The Treasurer or the President shall sign all warrants. The Treasurer shall keep an accurate record of the accounts and reconcile the monthly reports against the bank statements. An audit of the Treasurer’s records will be conducted by the Parliamentarian and one other member when the Office of Treasurer changes.

i. The office of Parliamentarian shall be filled by the immediate past President. The Parliamentarian will conduct an audit as directed in ARTICLE IV-h and see that all meetings are conducted according to Roberts Rules of Order.

j. Meetings of the Executive Board will be held the week preceding each regular meeting.

k. Four (4) members of the Executive Board constitute a quorum. The Chair or Co-Chair of each Standing Committee may attend the Executive Board meetings. When elections are held those officers leaving position in March would continue to assist incoming Officers and Executive Board Members and attend the April and May Executive Board meetings. All expenditures must be approved by a majority of the membership; however, the Executive Board may have the discretion of approving expenditures, not to exceed one hundred dollars ($100).

l. A vacancy on the Executive Board may be filled by the Board for the remainder of the unexpired term of office.

m. Members shall be a Crofton Village Garden Club member for a minimum of one (1) year before being nominated for an officer/Executive Board position.

ARTICLE V—COMMITTEES

Standing Committees — The Committee Chairs and Co-chairs shall perform services for the club and may attend the Executive Board meetings.

Awards
Birds & Butterflies
Horticulture & Exhibits
Hospitality
Conservation & Legislation
Publicity
Projects
Holiday Decorating
Fundraising
Friends of Tawes Garden
Historian
Flower Shows
Garden Therapy
Hammond-Harwood House
Sunshine
Telephone
Nominations
Seeds of Thought
Devotions
Yearbook
Website

ARTICLE VI—MEETINGS

a. There shall be one (1) regular meeting at 9:30 a.m. on the first Wednesday of each month of the club year, which extends from April 1 to March 31 except July and August unless otherwise specified by the President. The Holiday Luncheon will be held in December and the Annual Meeting will be held in March at times and places determined by the Executive Board.

b. Officers shall be installed every other year at the Annual Meeting.

ARTICLE VII—DUES

a. Dues shall be forty dollars ($40) per year, payable at the April meeting and delinquent the day after the June meeting. Members whose dues are delinquent will automatically be dropped from membership and so notified by the Second Vice-President. Reinstatement may only be made as a new member.

b. Dues shall be one half (1/2) the year due for a new member joining on or after the January meeting.

c. No dues, in whole or in part, may be refunded.

ARTICLE VIII—ELECTIONS

The Nominating Committee shall present a slate of Officers at the January meeting. The President shall ask for nominations from the floor and obtain consent from all potential nominees. The vote will then be taken and the Officers-Elect will be installed at the Annual Meeting.

ARTICLE IX—QUORUM

A quorum at the regular or special meeting shall consist of one half of those active members plus one. A majority vote at any meeting at which there is a quorum will carry a motion.

ARTICLE X—CONDOLENCE

a. Flowers will be sent to members in the event of illness which requires hospitalization.

b. Condolences and flowers will be sent in the event of death of an Active or Emeritus member or their immediate family. Definition of immediate family means parents, spouse, or children of the member.

ARTICLE XI—AMENDMENTS

a. Written changes or any amendments to these bylaws must be given to each member at the February meeting.
b. Voting will take place at the Annual Meeting by written ballot. These bylaws may be amended by a two-thirds (2/3) vote of active members present.

ARTICLE XII—FINANCIAL REQUIREMENTS

a. The club shall operate under Section 501(c) (3) of the Internal Revenue Code that allows for federal tax exemption of non- profit organizations.

b. The club shall operate with a Finance Committee comprised of the President, First Vice-President, and Treasurer. It shall be the committee’s responsibility to prepare the fiscal year’s budget and to assure compliance with statutory requirements including the filing of required tax reports.

c. The fiscal year for the club budget shall be from April 1 to March 31.

d. The club shall operate each fiscal year with a balanced budget in which forecast expenses cannot exceed expected revenues plus cash on hand.

ARTICLE XIII—DISSOLUTION

In case of dissolution of the Crofton Village Garden Club, all outstanding bills will be paid and any monies left in the treasury shall be transferred to The Federated Garden Clubs of Maryland, Inc.

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