ARTICLE I - NAME
The name of this organization shall be PLANTATION LAKES GARDEN CLUB, hereinafter referred to as PLGC.
ARTICLE II - OBJECTIVE
The object of this organization shall be:
a.To support the interests of our members and the objectives of the Delaware Federation of Garden Clubs (DFGC) and National Garden Clubs, Inc. (NGC) through activities in our club and community that promote home gardening, community beautification, floral design, horticulture, and conservation.
b. To operate as a non-profit organization under Section 501 (c) (3) of the Internal Revenue Code.
ARTICLE III - MEMBERSHIP
a. Membership in PLGC shall be limited to residents of the Plantation Lakes community in Millsboro, Delaware, without regard to age, race, color, religion, sex, handicap, familial status, or national origin.
b. A prospective member who attends three consecutive General Meetings may become a member with payment of dues at the third meeting if there is a vacancy at that time. If no vacancy exists, the prospective member will be placed on a waiting list and become a member when a vacancy occurs.
c. Members shall be obligated to support and promote the objectives and activities of PLGC (Article II), pay annual dues per Article IV(c), attend at least five General Meetings per fiscal year (Article V), and serve on at least one Standing or Special Committee (Article VII).
d. A member may be terminated by the Board of Directors for failure to satisfy the obligations outlined in Article III (c).
e. Resignation from membership shall be made in writing to the Membership Chair, accompanied by payment for any outstanding dues or financial obligations.
f. A former member may be re-instated by joining the club as a new member per Article III (b).
g. The Board of Directors may grant Emeritus status to a member who resigns after ten consecutive years of membership. Any former member with Emeritus status may attend PLGC meetings as a guest, with no privileges or obligations of membership.
h. The Board of Directors may grant Ex-Officio status to a non-member individual or organization for significant contributions toward the PLGC objective.
ARTICLE IV - DUES
a. The purpose of PLGC dues shall be to fund operating costs for the club and membership dues to the Delaware Federation of Garden Clubs and National Garden Clubs, Inc.
b. The fiscal year shall begin on May 1 and end on April 30.
Members shall pay annual dues to the Treasurer at or before the General Meeting in April for the next fiscal year.
c. Dues shall be delinquent after the General Meeting in May.
d. No dues will be refunded at any time for any reason.
ARTICLE V - MEETINGS
a. One General Meeting shall take place monthly, except July and August.
b. The quorum for a General Meeting shall consist of one half of the membership plus one. The presence of a quorum is necessary for passage of any vote; a motion shall carry upon a majority vote of those present, except changes to Bylaws and election of Executive Officers, which require a two-thirds majority.
c. An Executive Board Meeting shall take place in September prior to the Board of Directors and General Meetings. (Article VI Section 1)
d. The quorum for an Executive Board Meeting shall consist of five members. The presence of a quorum is necessary for passage of any vote; a motion shall carry upon a majority vote of those present.
e. A Board of Directors Meeting shall take place monthly during the week prior to any General Meeting. (Article VI Section 4)
f. The quorum for a Board of Directors Meeting shall consist of four members of the Executive Board and at least one Chair of a Standing Committee. The presence of a quorum is necessary for passage of any vote; a motion shall carry upon a majority vote of those present.
g. A Special Meeting may be called by the President at any time for any reason with five days’ advance notice.
ARTICLE VI - THE EXECUTIVE BOARD & BOARD OF DIRECTORS
Section 1 - The Executive Board
a. The Executive Board shall consist of the following officers: President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, and Parliamentarian.
b. Executive Officers shall serve for two years, beginning at their installation during the General Meeting in April of odd-numbered years and ending in April of the next odd-numbered year, when newly elected Executive Officers are installed.
c. Executive Officers shall serve at least one term on a Standing or Special Committee to qualify for nomination or appointment to the Executive Board.
d. Outgoing Executive Officers shall transfer all records and correspondence pertaining to that office to the incoming Executive Officers prior to the General Meeting in April of odd-numbered years.
e. Resignation from any Executive Office shall be in writing to the President.
f. The President shall appoint a substitute for any vacant position on the Executive Board for the remainder of the term.
g. An Executive Officer may not serve consecutive terms in the same office; appointment to fill the remainder of a vacant position on the Executive Board will not disqualify the Officer from an elected term.
h. An Executive Officer may serve simultaneously on a Standing or Special Committee.
i. Executive Officers shall serve on the Board of Directors and attend all General Meetings, Board of Directors Meetings, and Executive Board Meetings.
j. Executive Officers shall present a monthly report at all General and Board of Directors Meetings; said report shall be entered into the permanent record for the Office.
Section 2 - Obligations of Executive Officers
a. The PRESIDENT shall:
Preside at all PLGC General, Board of Directors, and Executive Board Meetings.
Call Special Meetings with five days advance notice, including General, Board of Directors, and Executive Board Meetings.
Represent PLGC at National, Regional, State and District Garden Club Meetings and meetings of outside organizations.
Appoint Committee Chairs/Coordinators and serve on all Standing and Special Committees except the Nominating Committee.
Serve as Parliamentarian for one term following the Presidency.
Sign checks on behalf of PLGC.
b. The FIRST VICE-PRESIDENT shall:
Chair the Program Committee, which plans and implements club programs that promote the objectives of PLGC.
Maintain a permanent record of Programs, including presenters, expenses, and other details pertaining to the Programs.
Assume responsibilities of the President during the absence or resignation of the President.
Serve on the Finance Committee.
c. The SECOND VICE-PRESIDENT shall:
Chair the Membership Committee, which maintains a permanent record of membership, including members’ attendance at General Meetings, committee participation and signed media releases.
Install new members at their third consecutive meeting if a vacancy exists.
Assume the responsibilities of President during any temporary absence of the President and First Vice-President.
d. The TREASURER shall:
Chair the Finance Committee, which prepares the annual budget for presentation to members at the Board and General Meetings in February for a vote by members at the General Meeting in March. Passage requires a majority vote by members present.
Handle all financial matters pertaining to PLGC, including receipt and prompt deposit of incoming funds and prompt payment for all obligation that are supported by a valid invoice or receipt.
Complete and file all required IRS and State tax returns and amounts due.
Maintain a permanent record of the budget, income, expenditures, and tax records.
Sign checks on behalf of PLGC.
e. The RECORDING SECRETARY shall:
Take minutes at all PLGC meetings and provide minutes electronically or by mail to attendees prior to the next meeting.
Make corrections to the minutes, if any, and enter the minutes with corrections into the permanent record of PLGC.
Maintain a permanent record of the minutes and corrections for all meetings.
f. The CORRESPONDING SECRETARY shall:
Manage in a timely manner all incoming and outgoing external correspondence pertaining to PLGC.
Provide a monthly report of new correspondence to the Board of Directors.
Maintain a permanent chronological record of all incoming and outgoing external correspondence pertaining to PLGC.
g. The PARLIAMENTARIAN (Immediate Past President) shall:
Chair the Bylaws and Nominating Committees.
Fulfill required duties as outlined in Article VIII.
Ensure that members comply with PLGC Bylaws and Standing Rules.
Conduct an audit of the Treasurer’s records when the Office of Treasurer changes.
Section 3 - Election of Executive Officers
a. The Nominating Committee of 3 members, including the Chair, shall submit a nominee for each Executive Office at the General Meeting in February of odd-numbered years. The President may call for additional nominations from the floor and shall confirm the interest and qualifications of floor nominees.
b. Election of Executive Officers, excluding the Parliamentarian, shall take place by secret ballot at the General Meeting in March of odd-numbered years. If there is only one person nominated per office, a voice vote may take place.
c. Election of Executive Officers at the General Meeting in March requires a two-thirds majority of members who are present.
Section 4 - Board of Directors
The Board of Directors shall be comprised of the Executive Board and all Committee Chairs.
ARTICLE VII - COMMITTEES
a. Committees shall conduct essential activities of PLGC.
b. Standing Committees shall include: Awards, ByLaws (Parliamentarian), Finance (Treasurer), Historian, Hospitality, Membership (2nd Vice-President), Nominations (Parliamentarian), Programs (1st Vice-President) Projects, Ways & Means, and Yearbook.
c. Special Committees may be created by the Board of Directors at any time to oversee a club activity that is beyond the scope of any Standing Committee.
d. The President shall appoint a Chair for Standing and Special Committees, except those committees chaired by a member of the Executive Board (Article VI, Section 2). Standing Committee Chairs shall serve for a two-year term beginning at the General Meeting in April of odd-numbered years and ending at the General Meeting in April of the next odd-numbered year. Special Committee Chairs shall serve at the pleasure of the President.
e. Committee Chairs shall serve on the Board of Directors and may attend all General Meetings and Board of Directors Meetings.
f. Committee Chairs shall present a monthly report at all General and Board of Directors Meetings; said report shall be entered into the permanent record for the Committee.
g. Outgoing Committee Chairs shall transfer all records and correspondence pertaining to that committee to the incoming Committee Chair during April of odd-numbered years.
h. A Committee Chair may serve more than one term.
ARTICLE VIII - PARLIAMENTARY AUTHORITY
Roberts Rules of Order, Newly Revised shall govern the club proceedings to which they are applicable when they are not inconsistent with the PLGC Bylaws and Standing Rules.
ARTICLE IX - AMENDMENTS
a. The Bylaws Committee of 3 members, including the Chair, shall review PLGC Bylaws and may recommend changes to the Board of Directors in February of even-numbered years. Upon a motion and passage by a two-thirds majority of Board Members who are present, recommended changes shall be presented to members at the General Meeting in February.
b. Members shall vote to amend the Bylaws at the General Meeting in March. Passage requires a two-thirds majority vote of members who are present.
c. Approved changes to the Bylaws shall go into effect upon passage of the motion.
ARTICLE X - DISSOLUTION
In the event of dissolution, PLGC assets shall be liquidated and any funds remaining in the treasury shall be transferred to the Delaware Federation of Garden Clubs.
Revised March 7, 2018
STANDING RULES - The Standing Rules of Plantation Lakes Garden Club contain details related to the administration of the organization. (Password Protected)