BY-LAWS

BY-LAWS

STANDING RULES

  1. Committee chairpersons shall report, if called upon, on the activities of their committees at each regular meeting, and submit their annual reports in writing at the May Meeting.
  2. There is a maximum of 40 active memberships in this club and a sustaining membership.
  3. Members shall be required to register at each meeting, and remain for the business portion of the Club meeting.
  4. If a member is unable to attend a meeting the member must notify the Membership Chairperson prior to the meeting.
  5. No guest who is eligible for membership may attend more than two (2) meetings during the Club year.
  6. The Club year ends June 30th unless otherwise determined by the Executive Board, and approved by the Club membership.
  7. All club funds, collections, and disbursements shall be handled by the Club Treasurer.
  8. No board member shall serve more than three (3) consecutive years unless deemed necessary by the membership.

Articles of Association & By-Laws

Article I

Name

The name of the organization shall be “The Powisset Garden Club of Dover”.

Article II

Purpose

The purpose of the organization shall be to encourage and support the interest of its members in garden, landscape, and floral design and maintenance, and to provide service to the community in further beautification of public grounds and support of conservation of natural resources, all in accordance with Section 501 (c) (3) of the Internal Revenue Code of 1954.

Article III

Membership

All active and sustaining members of this organization must subscribe to the purpose, support the projects of the Club, and pay annual dues.

Section I.  There shall be two categories of membership:  an active membership to be maintained at 40 members.  Members may now reside in communities other than Dover.  However, the focus of the club shall remain in Dover.

  1. Active Members shall have demonstrated a commitment to the Dover community. Active Members may vote and must attend a minimum of (6) meetings during the Club year.  Members who are absent from 3 meetings may be forced to forfeit membership at the discretion of the Executive Board upon a review of the member’s absences and commitment to the Club.  It is the duty of an Active Member to notify the Membership Chairperson of all absences prior to each meeting.
    1. All Active Members shall serve on at least one (1) committee each year.
    2. All Active Members shall act as host/hostess or co-host/hostess at a Club meeting or function at least once a year.
    3. All Active Members shall perform community service on one or more of the civic projects approved of each year by the membership at the Annual Meeting.
    4. Recognizing that a club is only viable as the interest and participation of its Active Members, a member in good standing who has been an active member of the club for a minimum of eight (8) years, may apply to the Executive Board for a sustaining membership. Said member must have fulfilled all of the civic service requirements and have served on the Board for at least two (2) of the preceding eight (8) years.  Notice of the members’ intention to apply for sustainer status must be given to the Membership Chairperson in writing prior to the end of the club year.  No more than two (2) members shall be voted in to sustainer status in any club year.

Section II.  Candidates for Membership must attend at least two (2) meetings prior to consideration.

  1. The Candidate shall be proposed by one (1) active member (sponsor) and seconded by two (2) members, all of whom have completed a minimum of one year of club membership, are members in good standing, and are personal acquainted with the Candidate.
  2. The sponsor shall submit in writing the name of the candidate, a completed application for membership form, and a sponsoring letter to the Membership Chairperson.
  3. Election to active membership or the waiting list shall be by two-thirds vote of the Executive Board.
  4. Any member of the club may propose no more than one (1) candidate and second no more than one (1) candidate per year.

Section III.  The Club does not have a leave of absence policy.  Former Club members in good standing may be reinstated to active membership at first vacancy upon recommendation o the Membership Chairperson and two-thirds vote of the Executive Board

Article IV

Meetings

Section I.  Regular Club Meeting shall be held on the first Wednesday of each month from October through May.  Unless otherwise specified by the Executive Board.  A minimum of six (6) general meetings shall be scheduled.

Section II.  The Annual Meeting shall be held on the first Tuesday in June, unless otherwise specified by the Executive Board.

Section III.  One third of the paid membership shall constitute a quorum at any Club Meeting.

Section IV.  The Executive Board shall meet at least five (5) times a year at the discretion of the President.  The Board Meeting schedule and locations will be published on the Club’s website.  Attendance by the Executive Board (President, Vice President, Secretary, Treasurer, Membership/Civic Service Chairperson, and Club Advisor (immediate Past President) is mandatory unless specifically excused.  Each Committee Chairperson may have a member designee who shall attend the Board Meetings in the absence of the Committee Chairperson.  Any paid member is invited to attend Club Board Meetings.

Section V.  One meeting per year shall be ecologically oriented to conform to Federation standards.

Section VI.  Members may bring guests to any monthly meeting unless otherwise stated.   A member may bring the same guest to no more than two (2) meetings during the Club year.  Members bringing guests shall notify the Membership Chair in advance as not all meetings may be open to guests due to program/workshop pre-registration requirements or space considerations.

Article V

Finances

Section I.  The fiscal year of the Club shall be from July 1st to June 30th, inclusive.

Section II.  There shall be an entrance fee to be set by the Executive Board payable when a candidate becomes a member.

Section III.  The Executive Board shall set the annual dues for all categories of membership and shall be payable at the October meeting.  Any member whose dues remain unpaid by December 1st shall be notified by the Treasurer.  Membership of a delinquent member may be terminated at the discretion of the Executive Board.

Section IV.  Dues shall be $75.00 annually.  There shall be a one-time initiation fee of $25.00 for each new member.

Section V.  All Requests for Reimbursement shall be submitted in writing to the Treasurer within 90 days of the expenditure or by the end of the Club year, June 30th, whichever may come first.

Section VI.  The Treasurer shall meet with the President and Vice President to prepare an annual budget for the recommendation to the Executive Board at its May Meeting.  The budget shall be approved by vote of the members at the first meeting in October.

Article VII

Officers

The officers of this organization shall be a President, a Vice President, a Secretary, and a Treasurer.  The officers shall be installed at the June Annual Meeting.

Section I.  The President shall preside at all Meetings of the Club and at the Executive Board Meetings, and shall be the general Executive Officer of the Club.  The President shall be empowered to sign contracts as authorized by the Executive Board, shall be an ex-officio member of all committees, and shall perform all other duties as are incident to the office or as are properly requested by the Executive Board.  The President is a core member of the Program Committee.

Section II.  The Vice President shall perform the duties of the President in the disability of the President.  In addition, the Vice President shall assist the President by introducing guest speakers, writing acknowledgements, or other functions deemed appropriate by the President.  The Vice President is a core member of the Program Committee and will submit the Program schedule of the next Club year for approval by the September Board Meeting.

Section III.  The Secretary shall keep a record of all meetings of the Club and the Executive Board, and conduct the correspondence of the Club.  The Secretary, along with the Membership Chairperson, will publish program announcements, committee activity reports, and other Club news through email or the Club’s website.

Section IV.  The Treasurer shall have charge of all funds belonging to the Club, pay such bills as are approved by the Executive Board, collect annual dues, and keep an account of all receipts and disbursements.  The Treasurer is responsible for coordinating the Annual Budget and shall present an interim report at the January Board Meeting and the Annual Meeting.

Article VII

Executive Board

The Executive Board consists of seven (7):  President, Vice President, Secretary, Treasurer, Past President, Membership/Civic Projects Chairperson, and the Program Chairperson.

Section I.  The Executive Board shall be the governing board of the Club, shall have the power to transact any business not otherwise provided or in these By-Laws, and shall fill any vacancy occurring in any office or committee chair during the Club Year.

Section II.  Meetings of the Executive Board shall be held on the second Wednesday of the month, unless otherwise specified by the President.  Executive Board meeting schedule will be on the Club’s website.

Section III.  Five members of the Executive Board shall constitute a quorum.

Section IV.  If an Executive Board member holds two (2) positions that member may cast a single vote only.

Article VIII

Standing Committees

Standing Committees are established by the Executive Board as necessary and represent the current activities of the Club.  The Standing Committees shall be:  Membership and Civic Projects, Hospitality, Soldiers Memorial Garden, School Projects, and House Tour.

Section I. The Chairman of each Standing Committee shall be appointed by Club Officers at the Annual Meeting in June.  The Chairperson(s) of each Standing Committee shall keep a complete record of its activities, expenses, and upon request, be prepared to report on committee progress at the Executive Board Meetings.

  1. An interim expense report is to be given to the Treasurer at the January Executive Board Meeting.
  2. A written report shall be submitted to the Secretary prior to the Annual Meeting in June.

Section II.  All active members must serve on at least one (1) committee each year.

Section III.  Nominating Committee. 

  1. There shall be a Nominating Committee consisting of the Membership Chairperson, the Retiring President, the Retiring Vice President, and at least one other Club member appointed by the Retiring Vice President. The Nominating Committee shall review the recommended candidates for approval by the Executive Board.
  2. Nominations must be sent to the Membership Chairperson(s) by the April Board Meeting.
  3. The Nominating Committee shall present the slate of candidates for election at the May General Meeting for offices provided in the By-Laws (Vice President, Secretary, Treasurer).

Section IV.  If there is more than one candidate for the same office, election shall be by ballot and a majority vote shall elect the officers at the May Meeting.

Section V.  The installation of the Executive Board Officers and Committee Chairperson shall occur at the Annual Meeting in June.

Article IX

Waiting List

When membership of the Club has reached its full capacity a waiting list shall be established for prospective members.  The Membership Committee maintains this list.

Article X

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 organization as shall qualify under Section 501 (c) (3) of the Internal Revenue Code of 1986, or corresponding provisions of any subsequent Federal Tax Law or to the Federal Government, a State or Local government for public purpose, subject to the approval of a court of competent jurisdiction with the Commonwealth of Massachusetts

Article XI

Amendments

These By-Laws may be amended at any regular meeting of the Club at which a quorum is present, by a two-thirds vote of members present and provided that the proposed amendment shall have been presented at the previous meeting and a written notice of the proposed change(s) sent to each member at least two weeks before the meeting at which the final vote is to be taken.

Article XII

Nondiscrimination

The Powisset Garden Club shall not permit in their conduct of club affairs, any restriction or limitation whatsoever based upon race, color, creed, gender, and national origin or employment status.

Article XIII

Parliamentary Authority

Except as otherwise provided in these By-Laws, Robert’s Rules of Order, Newly Revised, and current edition shall govern the parliamentary procedures of this organization.