BYLAWS
*Items in bold italic were changed Dec. 12, 2002.
ARTICLE I. NAME
The name of this corporation shall be Council of Albuquerque Garden Clubs, Inc., hereinafter, for convenience, referred to as Council.
ARTICLE Il. OBJECT
The
object and purposes of this nonprofit organization are as follows:
A.
To provide an established and functioning group which can act on matters
of interest and importance to the garden clubs and plant societies of the
greater Albuquerque area
B.
To provide educational courses and activities for garden clubs, plant
societies, and the general public toward the promotion of good gardening in the
greater Albuquerque area
C.
To provide guidance and assistance, other than financial, in community
beautification projects
D.
To render assistance and advice, when requested, to all garden clubs and
plant societies
E.
To promote good fellowship among garden clubs and plant societies
F.
To encourage the formation of new garden clubs and plant
societies.
ARTICLE III. MEMBERS
Section 1. Classification of Members
A. Sustaining Member Organizations
1.
Any garden club located in the greater Albuquerque area, or within a reasonable
commuting distance, which is affiliated with the National Garden Clubs, Inc.
2.Any plant society; floral or horticultural society; garden related,
educational or service organization distinguished in its field while signifying
adherence to the
objectives of
Council and a desire to assist Council and to cooperate with its aims.
B. Associate Member
Organizations
Related organizations, designated in the Standing Rules.
C. Affiliate Member Organizations
Parent
organizations (national, regional, state, or district) of Sustaining Member
Organizations of Council
Section 2. Admission to Membership
Application for membership in Council shall be
presented in writing to the President, accompanied by an agreement to accept and
abide by the Council Bylaws and by a copy of the Bylaws and /or Constitution of
the applying organization, to be approved by the Executive Committee and the
Board of Directors.
Section 3. Dues and Fees
A.
Council per capita dues for Sustaining Member Organizations
, as set by the Board of Directors must be paid to the Council Treasurer
not later than January 1 and updated quarterly. Delinquent
member organizations will have all privileges revoked until dues are
paid.
B.
Garden Center sustaining fees for Sustaining Member Organizations
, must be paid to the Council Treasurer by January 1. Delinquent
member organizations will have all privileges revoked until fees
are paid.
C.
Sustaining Member Organizations will pay to the
Council Treasurer 25% of profits from any event held at the Garden Center
and at any Council sponsored event whether held at the Garden Center or
elsewhere. Payment will be made to Council treasurer no later than 60 days
after the event. Delinquent member organizations will be denied
participation the following year for that event.
D.
Associate Member Organizations pay rental rates, and fees
as set by the Board of Directors. Fees shall be paid to the Treasurer by January
1.
E.
Affiliate Member Organizations shall pay annual fees, as set by
the Board of Directors, to the Council Treasurer by January 1.
F. Affiliate Member Organizations
will pay to the Council Treasurer 25% of profits from any event
held at the Garden Center, as defined in Section 3.C and standing rule 10.
Payment from any event held at the Garden Center will be paid no later than 60
days after the event. Delinquent member organizations will be denied
participation in that event the following year.
Section 4. Albuquerque
Garden Center Membership
Sustaining Member Organizations of
Council are automatically granted membership in the Garden Center upon payment
of per capita dues and sustaining fees.
A. Privileges
This
membership provides for use of the Garden Center by Sustaining and Affiliate
Member Organizations
by reservation
without a rental fee, but in compliance with established regulations including
payment to Council of 25% of the profit from fund raisers, as stipulated in
Article III, Section 3F.
B. Reservations
1.
Requests for reserving the Garden Center for events sponsored by
Council and Member
Organizations
should be made to the
office by July 1 of the previous year. Final contracts must be signed by October
1 in order to receive priority for dates desired.
In accordance with Article VIII, Section 2,
para. C, the Executive Committee will have priority
in selecting dates for
Council sponsored events.
2.
In the event of conflicting
requests for the same date, the matter will be referred to the Executive
Committee whose decision will be final.
C. Responsibilities
Sustaining Member Organizations shall supply volunteers to staff
the various departments of the Garden Center, shall assist with fund raising,
and shall cooperate in the presentation of regular activities such as programs,
events, and shows for the public. Failure to comply with these provisions
will result in a fine against the offending organization and/or revocation
of membership, the fine to be as established by the Executive Committee and
approved by the Board of Directors, but not to exceed the amount of the current
sustaining fee.
ARTICLE IV. OFFICERS
Section 1. Classification.
A.
The elected officers of Council shall be a
President, a First Vice President, a Second Vice President, a Recording
Secretary, a Treasurer, a Corresponding Secretary, and three Directors
B.
An Assistant Treasurer
will be appointed by the President with approval of the Executive
Committee.
Section 2.
Qualifications President, First Vice President, Second Vice President.
A.
The First Vice President shall be given first consideration for the
office of President. The Second Vice President shall rise to the office of the
First vice-president or be considered for the office of President if that office
has not been filled. Otherwise, nominees for President or First Vice President
must have served, by the time of election, in some capacity as follows: The
Executive Committee, Supervisory Committee of the Garden Center, Chairman of a
Standing Committee; President of a Sustaining Member Organization
or Plant Society or be a Past President of Council who is still an active
member.
B.
Second Vice President, Recording Secretary, Corresponding Secretary and
the Treasurer may be selected from the entire voting membership of the present
year or the immediate past year.
C.
The Immediate Past President shall automatically
serve as a Director. Other Directors nominated shall be Past Presidents who are
currently functioning in its activities, or other active, experienced,
contributing members who possess a broad interest in and perspective of Council
and gardening affairs.
Section
3. Term of Office
Officers
shall be elected for a term of one year or until their successors are
installed.
Section
4.
Vacancy in Office
A
vacancy in the office of President shall be filled by the First Vice President.
The vacancy thus created in the office of First Vice President shall be filled
by the Second The Vice President. Any other vacancy shall be filled by a
majority vote of the Executive Committee.
Section
5.
Duties
The
officers shall perform the duties provided in this section and such other
duties as are prescribed for their offices in these Bylaws, Standing Rules, the
Special Rules of Order for the Garden Center, and the current edition of the
Scott, ForesMAN ROBERT’S RULES OF ORDER
Newly Revised.
The
President-nominee shall,
A. if there is only one nominee for President in October, immediately assume
the interim title of President-elect and be empowered to appoint the
Parliamentarian, the Standing Committee Chairmen, the Historian, an Assistant
Treasurer, and the Chairman and Secretary of the Garden Center Supervisory
Committee, with the proviso that ratification by the Executive Committee will
be necessary after election in November, except for the Parliamentarian.
The President shall
A.
Call a meeting of the Executive Committee, within three weeks after
election in November to ratify appointments made by the President-elect
B.
Be the chief executive officer and official spokesman of Council:
C.
Be ex officio a member of all committees excepting the nominating
committee.
D.
Cosign contracts with the Recording
Secretary:
E.
Appoint special committees by direction of the Executive Committee and
the Board of Directors.
F.
Be responsible for the continuity of the administration by encouraging
written reports and prompt exchange of files and records between officers and
chairmen and communication with Presidents of Member Organizations.
G.
Cosign bank cards with the Treasurer and Assistant Treasurer.
H.
Prepare a written agenda and distribute for each Executive Committee
Meeting and Board of Director’s Meeting and distribute before the meeting.
I.
Make requests for reserving the Garden Center for Council sponsored
events no later than April 1.
The First
Vice President shall
A. Assume duties
assigned by the President, the Board of Directors, and the Executive Committee.
B. Succeed to
the office of President for the un-expired term in the event of a vacancy in
that office.
C. Serve as
chairman of the Budget-Finance Committee.
D. be a voting
member of the Garden Center Supervisory Committee.
The
Second Vice President shall
A. assume duties
assigned by the President, the Board of Directors, and the Executive Committee.
B. succeed to
the office of President for the unexpired term not filled by the First Vice
President or to the office of First Vice President in the event of a vacancy in
that office.
C. serve as
chairman of the Ways and Means Committee.
D.
Shall be an ex officio member of all Council
fund raising committees.
The
Recording Secretary shall
A. have a record
of the voting membership of Council.
B. record the
proceedings of the Council meetings and the Executive Committee meetings, these
records to be distributed according to the Standing Rules.
C. have
available at meetings of the Executive Committee and the Board of Directors a
current copy of the Bylaws, Special Rules of Order of the Albuquerque Garden
Center, Standing Rules, and documents of Agreement and Assignment binding the
Council, City, and County.
The
Treasurer shall
A. be custodian
of Council and Garden Center funds.
B. keep a record
of all receipts and authorized disbursements and report at each meeting of the
Executive Committee and of the Board of Directors.
C. sign Council
bank signature cards.
D.
maintain the current paid membership list of Council and supply the
President, Recording Secretary and the office with copies.
E. file such
reports as may be required by government agencies.
F. by January
15, submit the financial records for the fiscal year ending December 31 for
audit.
G. in February,
submit the above audited report for the Executive Committee and the Board of
Directors’ meeting.
H. attend
meetings of the Budget-Finance Committee as a voting member.
The
Assistant Treasurer shall
A. assist the
Treasurer as requested by the Treasurer.
B.
bill member
organizations for sustaining fee and per capita fee
C.
act as
bookkeeper for the Garden Shop
D.
sign bank cards
with the President and Treasurer.
The
Directors shall
A. attend all meetings of the Executive
Committee and the Board of Directors and assist the President and Standing Committees
as requested by the Executive Committee
.
The
Corresponding Secretary shall
A.
handle correspondence as requested by the President.
B.
send a letter of welcome to new clubs and plant societies, and
acknowledge all gifts to the corporation.
C.
send acknowledgments to all Memorial Fund donors.
D. monitor Memorial Fund donations and order
a memorial plaque when donations equal an amount to be established by the Board
of Directors.
The
Historian shall
A.
record the noteworthy achievements of each term.
B.
submit the report to the outgoing
President for approval before the end of December. This report, for the previous
year, will be read by the new Executive Committee at their first meeting in
January, and may be accepted for inclusion in a Council History Book and for
reading aloud to the Board of Directors in January.
The
Parliamentarian shall
attend all meetings of the Executive Committee and the Board of Directors
and advise on points of order as provided in Robert’s Rules of Order, current
edition and advise Committee and Member Organizations upon request.
ARTICLE V NOMINATIONS AND ELECTIONS
Section 1. Nominating Committee
Five members shall be elected at the March meeting. Nominations for the Committee shall be made from the floor. No person shall be nominated without the consent of the nominee. If only five are nominated, election may be viva voce. If more than five are nominated, election shall be by ballot with a majority vote required to elect. No member may serve two consecutive terms on the committee and no two members may represent the same club or plant society.
ARTICLE VI. MEETINGS
Section
1. Regular Meetings
Council meetings shall be held at the Albuquerque Garden Center each month, on a
date and at a time stated in the Standing Rules, or as ordered by the Executive
Committee. The month of September is excluded.
Section
2. Annual Meeting
A
regular meeting in November shall be termed the annual meeting at which time
election is held. Officers and committee chairmen shall submit written reports
at this time, with copies for the Secretary and the President.
Section
3. Special Meetings
A
special meeting may be called by the President or by a majority of the Executive
Committee. The exact purpose for which the meeting is called shall be stated in
the call and no other business may be transacted. A meeting shall be called if
requested by the President or by official representatives of four Sustaining
Members. At least four days prior notice shall be given except in the event of
an emergency.
ARTICLE VII BOARD of Directors
Section
1. Composition
A.
Elected Officers of the Executive Committee.
B.
Officers and Department Coordinators of the Garden Center.
C.
Presidents of Sustaining Member Clubs.
D.
Chairmen of Council
Standing Committees
E.
Historian.
F.
Chairman of the Nominating Committee
G.
Representatives of Sustaining Member Organizations:
Sustaining Member Organizations are entitled to one voting
representative. for the first thirty-five paid members or portion
thereof. For each additional twenty-five paid members or portion thereof.
another voting representative may be added. No later than January 31 of each
year Sustaining Member Organizations will send to Council in
writing. the names of the persons authorized to represent them at meetings of
the Board of Directors. Should designated representatives be changed, it is the
responsibility of Sustaining Member Organizations to notify
Council before the next regular Council meeting.
H.
When a number of additional members are gained
throughout the year which would
affect the number of authorized voting representatives to the Board of
Directors, it is the responsibility of the Sustaining Member Organization to so
notify Council and to pay dues for those additional members in
accordance with Article III,
Section 3A. Non dues paying members of Sustaining Member Organizations, such as
family members , will not be counted as paid members for ascertaining the number
of representatives authorized to represent the Sustaining Member Organization.
If a Sustaining Member Organization wishes family members to be counted for
representative purposes, they must pay dues to the Council for each family
member.
I.
If an authorized representative
is unable to attend a meeting he/she may designate another member to attend in
his/her place by notifying the Council prior to the start of the meeting.
Section
2.
Duties
The Board of Directors shall:
A.
approve at the January meeting the annual budget for the fiscal year
ending December 31 and at the February meeting approve the annual Financial
Review Report of the Treasurer.
B.
have the responsibility of directing the operation of Council and the
Garden Center.
C.
Adopt administrative policies, Bylaws, Special Rules of Order for the
Garden Center, and Standing Rules.
D.
delegate to the Executive Committee the responsibility for implementing
Council policy and such authority as advisable, subject to the approval of the
Board of Directors. A summary of action taken by the Executive Committee
will be prepared and read by the Recording Secretary at the next
Board of Directors meeting.
E.
determine and approve projects to be sponsored by Council.
F.
require that no person shall commit Council to any activity without prior
sanction of the Board of Directors.
G.
require that requests for unbudgeted funds be presented in writing to the
Executive Committee for its agenda and for study by the Budget-Finance Committee
prior to consideration by the Board of Directors.
H.
effect a system to staff the Garden Center with volunteers from the
Sustaining Member Organizations.
I.
authorize the Executive Committee to obtain and/or
dismiss paid personnel according to policy.
J.
in the event of an emergency, postpone or omit a meeting, with the
approval of the Executive Committee.
K.
make the final decision in
authorizing a professional audit.
Section
3. Voting
No designated
representative shall vote in more than one prescribed
capacity.
Section 4. Quorum
Twenty
members shall constitute a Quorum.
ARTICLE VIII. EXECUTIVE COMMITTEE
Section 1
Composition
The President, Vice Presidents, Recording
Secretary, Corresponding Secretary, Treasurer, three Directors, and the
Chairman of the Supervisory Committee compose the
Executive Committee. The Parliamentarian attends all meetings.
Section
2. The Executive Committee shall;
A.
prior to installation and
after election in November (the newly
elected Executive Committee) meet within three weeks
1.To ratify the President-
elect’s appointments of Standing Committee Chairmen, Historian, Parliamentarian,
and assistant Treasurer and
2. to approve officers for the Supervisory Committee
and
3. Provide that each member receive and become
familiar with a current copy of the Bylaws .
B.
approve at the February meeting the annual financial review
report of the Treasurer and of the Garden Shop.
C.
reserve the Garden Center for Council activities for the ensuing year no
later than April.
D.
take the initiative in coordinating and sponsoring fund raising events to
benefit Council and its members.
E.
in October, appoint Financial Review Committee of three to
examine the financial records of the Council and the Garden Shop for the fiscal
year ending December 31 so that the report will be available to members of the
Executive Committee and to the Board of Directors for approval at their meetings
in February. A professional audit may be authorized if requested by a majority
vote of the Executive Committee and approved by the Board of Directors
F.
have the power to transact business, implement policy, and appropriate
funds of Council and the Garden Center as approved by the Board of Directors.
G.
review the budget at the January meeting before presentation by the
Budget-Finance Committee to the Board of Directors for adoption in January.
H.
authorize the investment of surplus funds above operational requirements.
I.
refer proposed unbudgeted expenditures to the Budget-Finance Committee
for review and recommendation before approving a resolution to present to the
Board of Directors for consideration.
J.
have the power to approve limited unbudgeted disbursements requested by
the Supervisory Committee, not to exceed the amount stated in the Standing
Rules.
K.
in consultation with the Budget-Finance Committee determine the amount of
bonding for personnel for whom coverage is required.
L.
upon authorization from the Board of Directors, set up procedures for
obtaining and/or dismissing paid personnel.
M.
The Executive Committee will review annually The Amendment to the First
Permit Agreement (Lease with the City of Albuquerque) and insure compliance
with paragraph 6 of the Permit Agreement.
N.
Review and approve all Council
publications prior to release.
Section
3. Meetings
A.
Monthly meetings shall be held, excluding September, one week
before the Board of Directors meet or as otherwise ordered in case of conflict
with Council activity.
B.
Special meetings may be called by the President or any three members of
the Committee. Notification must include the exact business to be transacted.
Four days prior notice shall be given all members of the Committee, except in
the event of emergency, when the President may issue a call for a meeting
twenty-four hours ahead of time.
Section
4. Quorum
Five members shall constitute a quorum for the
transaction of business at all meetings of the Executive Committee.
ARTICLE IX. STANDING COMMITTEES
Section
1. Standing Committees
There shall be the following Standing committees: Awards, Budget-Finance,
Bylaws, Community Relations, Educational Displays, Educational Programs and
Workshops, Garden Center Long Range Planning,
Membership, Spring Flower Shows, Ways and Means, State Fair Flower
Show, Garden Tours, Garden Fair, Rummage Sale, Harvest Fair and Holiday Fair.
Section
2. Chairmen of Standing Committees
A.
The Chairmen serving on these
committees shall be appointed by the President- elect, unless otherwise provided
in these Bylaws and Standing Rules.
B.
The President is an ex officio member of all Standing
Committees.
C.
Standing Committees shall be subject to operating guidelines prescribed
by the Board of Directors and stated in Standing Rules.
Section 3. Committee Reports
A.
When the President requests a report, it may be given orally if it is
brief enough for the Secretary to record. Otherwise the report shall be in
writing, with at least two copies.
B.
Reports requiring action or involving expenditure of Council funds must
be sent to the Executive Committee for inclusion in the agenda for the
Board of Directors meeting.
Section 4. Funds
Funds derived from activities shall be promptly
submitted to the Treasurer.
Section 5. Duties
Duties of Chairmen are stated in Standing Rules.
ARTICLE X. FINANCE
Section
1. Budgets
A.
The Budget-Finance Committee will be established no later than November
15 and shall consist of the Vice President-elect as Chairman, the current
Treasurer, the Treasurer-elect, the Second Vice President-elect, and the
current Chairman of the Supervisory Committee.
and other members as the Chairman deems appropriate..
B.
A consolidated budget for the Council and the Garden Center shall be
submitted to the Executive Committee for its January meeting
C.
The Budget-Finance Committee shall
present the budget to the Board of Directors at the Council meeting in January
Section
2. FINANCIAL REVIEW
A.
In October a special Financial Review committee of three
will be appointed and the chairman named by the outgoing Executive Committee.
The committee will conduct a financial review of the financial
records of the Council and the Garden Shop for the fiscal year.
B.
The report of the Financial Review Committee will be available to
the Executive Committee for their February meeting
C.
The Treasurer's reviewed report for the fiscal year shall be
submitted for approval of the Board of Directors at their February meeting.
Section
3. Authorized
Accounts
In addition to the regular Council bank account,
a separate minimal account may be held by the Garden Shop, with surplus money in
the account to be directed expeditiously to the Council Treasurer.
Section
4. Fiscal Year
The fiscal year shall be January 1-to December
31.
ARTICLE XI. HEADQUARTERS
The Albuquerque Garden Center is Headquarters for the Council of Albuquerque
Garden Clubs, Inc. Maintenance and management shall be under the
supervision of the Supervisory Committee which is a subcommittee of the
Executive Committee. Special Rules of Order for the Supervisory Committee shall be adopted separately from the Bylaws.
ARTICLE XII. OFFICIAL SEAL
The official seal formed in a circle and inscribed
"Council of Albuquerque Garden Clubs Corporate Seal" shall be changed or renewed
only upon order of the Board of Directors. The seal shall be kept in the main
office at the Albuquerque Garden Center and shall be imprinted only as directed
by The Executive Committee.
ARTICLE XIII. DISSOLUTION
In
the event of dissolution, all funds shall be disposed of in accordance with IRS
Regulation 501 (c) 3.and within the object of the Council and by a majority
vote of the Board of Directors. None of the funds shall be used to the benefit
of any member or members.
ARTICLE
XIV. PARLIAMENTARY AUTHORITY
The rules contained in the current edition of THE SCOTT, FORESMAN ROBERT'S RULES
OF ORDER NEWLY REVISED shall govern the proceedings of Council in all cases to
which they are applicable and in which they are not inconsistent with these
Bylaws and any Special Rules of order that Council may adopt.
ARTICLE
XV. AMENDMENT OF BYLAWS
These Bylaws may be amended by a 2/3 vote at a Board of Directors meeting,
provided 45 days previous notice is given in writing. Revision shall be
authorized by a majority of the Board of Directors. Amendments shall have been
originated by the Bylaws Committee, the Board of Directors, Executive Committee,
Supervisory Committee of Council. If originated by a party other than the Bylaws
Committee the amendment shall have been submitted to that committee for review
and editing, subject to acceptance by the proposer.
Revised and adopted December 12, 2002
STANDING RULES
.These standing rules may be amended by a majority vote of the Board of Directors provided 30 days previous notice is given, or by a 2/3 vote without previous notice.
1.
Associated Member Organizations
These should be garden-related organizations approved by the Executive Committee
and the Board of Directors.
2. Meetings
Council meetings shall be
held at the Albuquerque Garden Center each month, except September, on the
second Thursday at 9:30 a.m.
3. Standing Committees
Unless otherwise stipulated
in the Bylaws, chairmen may, in consultation with the President, appoint their
own committees of a size deemed necessary.
Exceptions are
(1) the Bylaws Committee
which shall be composed of the Chairman and at least four other members
including the President and the Parliamentarian, and
(2) the Garden Center
Long Range
Planning Committee which shall have
at least five members and should include the Supervisory Chairman as a member ex
officio.
(3) Supervisory
Committee as stipulated in the Special Rules of Order.
General responsibilities
of committee chairmen are to:
A.
arrange committee meetings.
B.
attend regular meetings and special meetings as required to fulfill the
assignment.
C.
maintain a complete record of procedures, decisions, and accomplishments.
D.
convey the above records, together with recommendations to the next
chairman upon his/her appointment.
E.
submit a written report to the Board of Directors following each
particular event.
F.
file an annual report with the Secretary and the President no later than
the November annual meeting.
(4). Other Duties of
Individual Committees and Chairmen are:
AWARDS:
A.
to consult with the Executive Committee in January to determine for
which awards applications shall be made.
B.
to be aware of eligibility for awards from City of Albuquerque, District
I, New Mexico Garden Clubs, South Central Region, and National Council of State
Garden Clubs and any others for which Council may appropriately apply.
BUDGET-FINANCE:
A.
to have general supervision of the finances of Council, subject to
Executive Committee approval.
B.
to prepare a combined budget for the Council and the Supervisory
Committee.
C.
to submit this budget to the Executive Committee according to Bylaws,
Article X, Finance.
BYLAWS:
A.
to review Bylaws and other pertinent documents annually or when requested
by the Board of Directors.
B.
to submit amendments originated according to the Bylaws to the Executive
Committee for approval and to the Board of Directors for final adoption.
COMMUNITY RELATIONS:
A.
to maintain liaison with other community organizations as approved by the
Board of Directors.
EDUCATIONAL DISPLAYS:
A.
to maintain continuing educational displays in the Garden Center and
other appropriate areas within the city.
B.
to utilize the services of the Office Manager in arranging and
maintaining such displays.
EDUCATIONAL PROGRAMS AND
WORKSHOPS:
A.
to supervise the conduct of educational activities for Council,
B.
to develop new programs,
C.
to expand existing programs, and
D.
to evaluate all educational programs being conducted for Council.
GARDEN CENTER LONG RANGE
PLANNING:|
to assist with matters
relating to the Garden Center upon request of the Supervisory Committee and the
Executive Committee,
A.
evaluate the facilities.
B.
study methods of improvement.
C.
make recommendations for implementation.
D.
conduct business only when a quorum of three members is present.
E.
file copies of committee meeting's minutes with the Executive Committee
and with the Supervisory Committee.
MEMBERSHIP:
A.
to encourage membership in Council and the Garden Center.
B.
to have a prominent display available at all events where individuals may
indicate a desire for membership in a garden club or plant society.
C.
to be responsible for follow-up and placement.
SPRING FLOWER SHOW:
A.
to conduct a standard flower show according to the current National
Council of State Garden Clubs' Handbook for Flower Shows and supplements.
B.
to recommend a co-chairman to be appointed by the President.
C.
to write a report to be read at the first regular meeting after
the show and file a copy with the Council Secretary.
D.
to maintain
complete records to be turned over to the next
flower show chairman.
E.
to be responsible for compiling information pertinent to any award for
which Council and the show are eligible.
STATE FAIR FLOWER SHOW:
A.
to conduct standard flower shows according to current National Garden
Clubs, Inc. Handbook for Flower Shows and supplements, in cooperation
with Sustaining Member Organizations and State Fair officials.
B.
to recommend a co-chairman to be appointed by the President.
C.
to obtain supplies within the budget of the Council and any
allowable expense reimbursement from the State Fair.
D.
to turn over to the next chairman any supplies or records that will
expedite the conduct of the flower show.
E.
to write a report to be read at the first regular meeting after the shows
and file a copy with the Council Secretary.
WAYS AND MEANS:
A.
to direct special fund raising projects adopted and approved annually by
the Board of Directors.
B.
to explore new methods of fund raising in keeping with our goals and
policies.
C.
to recommend to the Board of Directors and the Executive Committee ideas
for fund raising and persons suitable to carry them out.
GARDEN TOUR
A.
Select gardens for the annual garden tour.
B.
Provide publicity for the tour.
C.
Provide itinerary and procure
workers for the tour.
D.
Write a report to be read at the first regular meeting of the Board of
Directors after the tour and file a copy with the Council Recording Secretary.
E.
Maintain complete records to be turned over to the next Garden Tour
Committee.
GARDEN FAIR :
A.
Order plants for Garden Fair.
B.
Provide publicity for the event.
C.
Provide for receiving, set up and pricing of plants.
D.
Procure workers for the event.
E.
Write a report to be read at the
first regular meeting of the Board of Directors after the tour and file a copy
with the Council Recording Secretary
F.
Maintain complete records to be turned over to the next Garden Fair
Committee.
RUMMAGE SALE
A.
Procure items for sale.
B.
Provide publicity for the event.
C.
Procure workers for the event.
D.
Set up and price items for sale
E.
Dispose of left over items to a charitable organization.
F.
Write a report to be read at the first
regular meeting of the Board of Directors after the sale and file a copy with
the Council Recording Secretary
G. Maintain complete records to be turned
over to the next Rummage Sale Committee
HARVEST FAIR
A.
Provide publicity and a schedule of events of the Harvest Fair
B.
Order plants for sale at the fair
C.
Procure workers for the event
D.
Provide for receiving, setting up and pricing plants.
E.
Write a report to be read at the
first regular meeting of the Board of Directors after the tour and file a copy
with the Council Recording Secretary
F.
Maintain complete records to be
turned over to the next Harvest Fair Committee
HOLIDAY
FAIR
A. Provide for publicity and a schedule of events for Holiday Fair
B. Order plants for the event.
C. Procure workers for the event
D. Provide for receiving, setting up and pricing of plants.
E. Write a report to be read at the
first regular meeting of the Board of Directors after the tour and file a copy
with the Council Recording Secretary
F. Maintain complete records to
be turned over to the next Holiday Fair Committee.
5. OPERATING PROCEDURES:
The minutes of the regular
meetings of the Board of Directors shall be reviewed by the President of the
Council within one week following the meeting of the Board of Directors .
Copies will be distributed within two weeks of the Board of Director’s meeting
to:
A.
members of the Executive Committee. A sufficient number of copies for
committee chairmen and other interested parties will be filed in the Garden
Center office the Presidents of Sustaining Member (strike groups, )
Organizations avoiding duplications.
B.
the Presidents of Sustaining Member Organizations avoiding
duplications
6. LEGAL SERVICE FEES
The fee for professional
services, when rendered, shall be allowed for an attorney for legal matters
pertaining to the Council and the Center, provided that all requests are cleared
through the Board of Directors.
7. Exception to Rental
Policy
An individual member of a
Sustaining Member Organization who rents the Garden Center will
be charged the same rates as non-members but may be entitled to use the
facilities on an hourly basis upon approval of the Executive Committee.
8. Worker Privilege
A free ticket to a Council event such as a Garden tour
may be given to an individual who works a full shift, as determined by the
chairman of the event.
9. Un-budgeted Expenses
The Executive Committee may
approve an un-budgeted expense item that is requested by the Supervisory
Committee, if it does not exceed the amount of $500 00. At least three bids will
he required on any un-budgeted item exceeding $500.00.
10. Profit From Member
Sales:
The 25% profit due the Council from sales by member
organizations is determined from gross income less the actual cost of the
event. A financial statement will be submitted with the 25% payment. No
payment is due the Council if profit for event amounts to less than $25.00.
The Executive Committee is
empowered to interpret this rule and settle any dispute concerning the
calculation of 25% profit and their decision is final. (This
item is in conflict with the Bylaws so should be reconsidered).
Revised and adopted December 12, 2002
THE SPECIAL RULES OF ORDER
I. The Albuquerque Garden Center is headquarters for the Council of Albuquerque Garden Clubs, Inc., hereinafter known as the Center and the Council.
II. A subcommittee responsible to the Council Executive Committee, called the Supervisory Committee, shall be responsible for the maintenance and management of the Garden Center. The Supervisory Committee shall collaborate with the Garden Center Planning Committee as necessary to assure long range serviceability of the Center.
III. Supervisory Committee
A. Composition
The Supervisory Committee
shall be composed of Committee Officers, Department Coordinators, First
Vice President of Council. and the Garden Center Manager.
B. Officers
1. Chairman and a Secretary shall be appointed by
the President and approved by the Executive Committee prior to the December
meeting of the Executive Committee.
Duties:
The Chairman shall
1. select Department Coordinators with concurrence of the President
2. preside at all Supervisory Committee meetings
3. attend all Council Executive Committee meetings
4. report significant problems and proposals which require action
of the Board of Directors to the Executive Committee;
5. notify the Executive Committee immediately if a need for unbudgeted items
arises;
6. Report on the status of projects at the Council Board of Directors monthly
meeting;
7. In collaboration with the Council President, Supervise the duties of the
Garden Center Manager, as delineated by the Executive Committee.
The Secretary shall
1. record the minutes of
each meeting and upon review by the Chairman of the supervisory Committee
send a copy to the President of Council before the Executive Committee
meeting;
2. issue calls for special
meetings;
3. conduct correspondence
for the Committee as requested and send copies to the President of Council
4. in the event of
temporary absence of the Chairman of the Supervisory Committee , assume duties
of that office and appoint a Secretary pro term.
C.
The Supervisory Committee
may in each Department have one or
more Coordinators selected by the Supervisory Chairman with concurrence of
the Council President. . Department Coordinators may form
sub-committees to serve in their departments as necessary.
Coordinators shall:
1.
Landscaping Coordinator: be responsible for all landscaped areas
including patio; work with landscape contractor to insure compliance with
contract; make proposals to upgrade and revise current plantings; submit
proposals for necessary budget items yearly; and obtain volunteers to assist
with landscape maintenance when needed
2.
Garden Shop Coordinator: manage the shop with the cooperation of the
Garden Center Manager.
3.
Maintenance Coordinator be responsible for monitoring and assessing the
upkeep and maintenance of the physical facility; work closely with the Garden
Center Manager to insure continuous maintenance.
4.
Library Coordinator maintain the library in a professional manner;
maintain a current list of required reading for National Council Flower Show and
Landscape Design Schools and have these materials available.
5.
Volunteer Coordinator;
maintain a roster of current volunteers; schedule volunteers to staff the
Garden Shop for weekdays, shows, and special events.
D.
Meetings
The Supervisory Committee shall meet monthly excluding the month of September
on a date established by the Chairman of the Supervisory Committee.
E.
Quorum
A
quorum for the legal transaction of business shall be five.
IV.
Officers
of the Supervisory Committee
generally do not serve in any elected position of the Council and the Center.
Officers and Department Coordinators do serve on the Board of Directors.
V.
Joint Advisors
In compliance with the Amendment of the First Permit-Agreement dated 1994
and Agreement, the City and County are each entitled to appoint three
persons who may attend any lawfully called, regularly scheduled, or special
meeting in a joint advisory capacity.
Vl. Adoption or Amendment of these Special Rules of Order requires forty-five days previous notice and a two-thirds affirmative vote. (This is also contrary to Roberts Rules of Order which states that Rules of Order require only a two-thirds affirmative vote or a simple majority with 30 day notice.) Revised and adopted December 12, 2002
*Items in parenthesis and italic are comments by this editor and do not constitute a part of the bylaws.