Constitution
Article I - Name
Sec. 1: The name of this organization shall be the Town and Country Garden Club.
Article II - Purpose
Sec. 1: This club is a social group that includes gardeners of all levels who are encouraged to share their knowledge and expertise. We will offer programs to enhance our passion for gardening by studying horticulture, flower arranging, garden planning and maintenance, and to promote the beautification of our homes and community.
Article III - Membership
Sec. 1: The Membership of this club shall consist of Active, Associate, Non-Resident Members, and members taking a Leave of Absence. The number of Active Members will not exceed thirty (30).
Article IV - Officers
Sec. 1: The officers of this club shall consist of President, Vice-President, Recording Secretary, Corresponding Secretary, and Treasurer.
Article V - Meetings
Sec. 1: Regular meetings of the club will be held the third Thursday of the month from September through May unless notified otherwise.
Sec. 2: The annual meeting shall be held in April in the form of a luncheon for the purpose of installing new officers and voting on new members.
Sec 3: The September meeting will be in the form of a luncheon for the purpose of introducing new members. The luncheon for the new members will be complimentary and paid for by the Garden Club.
Sec 4: Each Active Member should attend a minimum of six (6) meetings a year or reconsider her membership status. Notice of absence should be reported to the Hostess or to the Recording Secretary. This will be an excused absence.
Article VI - Amendments
Sec.1: The Constitution and By-laws may be amended by a two-thirds favorable vote of the members present at a meeting provided the membership has been notified of the proposed changes two weeks prior to the final vote.
Bylaws
Article I -Membership
Sec. 1: PROPOSALS: An Active Member may propose one candidate each year for membership by writing to the Recording Secretary prior to the March meeting. The Recording Secretary shall read the letters of proposals at the March meeting. The proposed candidates shall be voted upon at the April meeting by a majority of members present. Associate Members may attend meetings whenever possible, but they may not vote.
Sec.2: VOTING shall be by written ballot. Proxies will be recognized if they are in writing and received by the Recording Secretary prior to the April meeting. Ballots are to be provided and counted by the Ballot Committee (see Officer Duties in Article 3).
Sec. 3: CHANGING MEMBERSHIP STATUS: Each year there will be three spaces for Active Members to change to Associate Members. Any change from Active to Associate or Associate to Active status must be requested in writing to the Recording Secretary before January 15th. Said changes will become effective the following September if a space (spaces) is/are available. If there is not a space available in the Associate status, the member requesting the change will be put on a waiting list for next year. At the time an Associate space becomes available, that space will be given to the member on the waiting list who has been in the Club the longest amount of time. An Active member may request Associate Membership only after she has been an Active member for at least 5 years. However, a resignation or request for a One Year Leave of Absence may be made in writing to the Recording Secretary anytime and will become effective immediately.
Sec. 4: VACANCIES: The Recording Secretary shall announce any vacancies in the Active or Associate membership at the February meeting. One Year Leaves of Absence are not to be considered vacancies.
Sec 5: INTRODUCTION OF NEW MEMBERS: The Septemeber meeting, in the form of a luncheon, will be held for the purpose of introducing new members. The lunch for the new members will be complimentary and paid for by the club.
Sec. 6: MEMBERSHIP CATEGORIES: The membership categories are Active, Associate, Non-Resident, and One Year’s Leave of Absence. Any member who finds it impossible to fulfill her Active membership may: (1) request a one year’s leave of absence, (2) request Associate membership or (3) resign in good standing. An Associate Member may remain Associate until she wishes to become Active or chooses to resign.
Sec. 7: PREVIOUS RESIGNATIONS: Any member who resigned in good standing may request in writing her wish to become Active again in the club. Whenever there is a vacancy, she shall be automatically reinstated.
Article II - Dues
Sec. 1: Annual dues of this club shall be $50.00 for all members. Annual dues for Active, Associate, Non-Resident, and members on Leave of Absence must be received no later than November 1 or membership in the club may be forfeited.
Article III - Duties/Officers
Sec. 1: The President shall preside at all meetings of the club. The President shall be the accredited representative of the club at outside meetings unless delegating power to another member. The President shall, with the Treasurer, sign all obligations and contracts.
Sec. 2: The Vice-President shall assist the President and shall assume duties of the President in her absence. The Vice-President shall be chair of the Program Committee and Ballot Committee. The Vice-President will compile all suggestions for speakers/excursions and work with the Program Committee to secure them for the year as well as all hostesses and co-hostess for the meetings. The Vice-President will inform Executive Committee on any costs or audio/visual needs for the programs prior to the meetings.
Sec. 3: The Recording Secretary shall keep minutes of the club meetings and will send them to President for review prior to sending them to the Corresponding Secretary to be shared withe the members. The Recording Secretary shall also serve as a member of the Ballot Committee.
Sec. 4: The Corresponding Secretary shall have charge of all correspondence of the club; shall send out the club minutes, shall send out the invitations to new members, update the yearly booklet with club member information and meeting schedule, and notify members of all meetings by mail or email. She shall keep a correct list of the names and addresses of members and their date of election to membership. If a separate person, the webmaster will work with Corresponding Secretary to ensure club website is updated correctly.
Sec. 5: The Treasurer shall be custodian of all club funds; collect the dues, shall make disbursements upon direction from the other officers and, with the President, sign all contracts and obligations. The Treasurer shall keep accurate accounts and shall report in detail at the annual business meeting.
Sec. 6: Any expenditures not related to the club’s donations and memberships will not be paid by the Treasurer without prior consent of the Executive Committee.
Sec.7: Officer vacancies shall be filled by a two-thirds vote of the membership.
Sec. 8: Ballot Committee shall consist of the Vice-President, Recording Secretary, and one member appointed by the President. The committee will compile all the new memeber nomination names and place correctly on ballots. They will ensure there are enough ballots for all Active members to use for voting during the April meeting. They will then count the ballots and announce the results.
Sec. 9: Program Committee shall consist of Vice-President and two member volunteers. The committee will choose and schedule the programs for the year by the end of July. The committee shall also have hostess and co-hostess assigned for each of the programs.
Sec. 10: Webmaster shall update the website with new members and ensure all addresses, phone numbers, email addresses, and member names are correct. She shall place events on the website and include RSVP options for members. She shall work closely with the Corresponding Secretary to have accurate head counts for events and member information at least one week prior to the event/meeting.
Article IV - Election of Officers
Sec. 1: In January a nominating committee shall be appointed by the President. This committee shall present a slate of officers at the March meeting. Nominations may be made from the floor. These candidates will be voted on in April.
Sec. 2: Active Members are strongly encouraged to attend the April meeting.
Sec. 3: Officers shall be elected at the April meeting for a term of one year. Their term shall begin June 1. Planning for the upcoming year’s activities and updates shall take place during the summer.
Practices and Procedures
Attendance Policy: To have accurate counts for event/meetings, all Active and Associate members will need to respond whether they will or will not be in attendance to the Corresponding Secretary via the website or email at least one week prior to the event/meeting. The Annual Schedule for all meetings, Hostesses, and Co-Hostesses is found in the Club’s Handbook and on the website.
The newly elected Executive Committee begins program planning for the next year soon after their election in April. The Vice-President or Program Committee will ask members to be a Hostess. However, the Co-Hostesses are assigned. If a member cannot perform the duties of a Co-Hostess when so assigned, it is her reponsibility to swap with another Co-Hostess and make the Vice-President and the Hostess aware of the change.
All monies requested from the Treasury shall require a completed voucher form, which may be obtained from the Treasurer. Any expenditure greater than $150.00 unrelated to the club’s donations or memberships will not be paid by the Treasurer without prior consent of a majority of the Executive Committee.
In the event of the death of a member, the Treasurer will send a memorial gift to the specified charity requested by the family. If no specific request is made, a donation will be made to the Asheville Greenworks.
Customarily the President as well as the Corresponding Secretary writes notes of condolences. In the event of operation or long term illnesses, usually an appropriate card is circulated at a meeting for all to sign. The Corresponding Secretary, if made aware of the need, will provide the card.