After the organization has been established, there will be a need to adopt guidelines which may be adopted by a majority vote at any meeting, amended by a majority vote with notice or vote without notice, and can be suspended for the duration of any meeting.
The time of the meeting shall be a guideline and not a by-law. Guidelines are related to the details of the administration of a society rather than a parliamentary procedure.
There will be four officers: President, Vice President, Recording Secretary, and Treasurer.
The duties of each officer will be:
President: Calls the meeting to order and appoints committees throughout the year.
Vice President: Facilitates programming by working with the Program Committee to arrange presentations and other events.
Secretary: Records the minutes at each meeting and files them.
Treasurer: Collects member dues, maintains the checking account and pays honoraria / travel costs for speakers. The Treasurer will report the expenses and Club balance at each meeting.
Each meeting shall consist of the following agenda:
• Call meeting to order (President)
• Old business (President and other members)
• New Business (President and other members, i.e., "Notes from the Master Gardener", presented by one of the Club's Master Gardeners)
• Treasury report (Treasurer)
• Motion to adjourn the meeting (President)
• Presenter / Program introduction (Vice President)
There will be an annual fee of $20 payable at the August or September meeting or upon joining the group. Non-members may attend up to two meetings by making a small donation ($5 for most meetings). If they would like to attend additional programs, they must become a Garden Club member and pay the balance of the annual dues.
The Garden Club will consist of the following Committees:
The Membership Committee shall have each member complete an application which will include the following: contact information, committee membership preference, special interests / talents, and future program suggestions. This Committee is also repsonsible for meeting and greeting new members and guests, and for distributing name tags.
The Program Committee shall consist of the Garden Club Officers for the year. This Committee will determine programming and speakers for the year.
The Nominating Committee shall form in June to assemble the list of the following years officers and present the nominees for general election at the July meeting.
The Hospitality Committee shall contact the host / hostesses the week before each meeting to remind them to prepare the refreshments and table decorations.
The Publicity Committee shall notify the Library, Village of Evergreen Park, newspapers, and other appropriate outlets about the Garden Clubs upcoming events.
The Web Design Committee shall create and maintain an online resource that details all aspects of the Garden Club.
The Fundraising Committee shall coordinate annual fundraising events.
The Beautification Committee shall coordinate community projects on an "as needed" basis.
The Historical Committee shall maintain records for the Garden Club from year to year.
The Master Gardeners Notes Committee shall provide gardening advice during the "New Business" portion of the meetings.
The Sunshine Committee shall send out condolence / congratulations cards as appropriate.
The Resource Committee shall offer information about garden-related and / or environmental books and events during the "New Business" portion of the meeting.