Bylaws

 Nottingham Country Garden Club Bylaws

(Revised, Adopted April 2, 2015)

Article III – POLICY
Section 1. The organization shall be self-governing, self-supporting, non-partisan, non-sectarian and non-profit.
Section 2. The members of the Board of Directors of this organization shall in no way be held responsible for the financial obligations of the organization.

Article IV –MEMBERSHIP
Section 1. The membership of this organization shall be open to anyone desirous of a broader knowledge of gardening, conservation and related garden subjects.
Section 2. The active membership of this club is unlimited.
Section 3. Admission to membership shall be by completion of the membership form and payment of the dues. The membership form must be completed by the individual requesting membership.

Article V – DUES
Section 1. Annual dues shall be $25.00 payable on or before May 31st and no later than December 31st of the current garden club year. This fee includes membership in the Houston Federation of Garden Clubs, Texas Garden Clubs, Inc., National Garden Clubs, Inc., and South Central Region of NGC, Inc.
Section 2. Membership dues for new members joining the club after January shall be $15.00.
Section 3. All dues paid for the following year, before the 1st June, shall be set in reserve for the next fiscal year.
Section 4. The Nottingham Country Garden Club shall pay annual dues to the Houston Federation of Garden Clubs, Texas Garden Clubs, Inc. and District IV, Texas Garden Clubs, Inc. on or before April 1st of each year.

Article VI – OFFICERS
Section 1. The elected officers of the organization shall be: President, Second Vice President, Secretary, Treasurer, and Parliamentarian. All will be elected for two (2) year terms. (The Second Vice President in the second year of her term will become the First Vice President for one year.) The Executive Board will consist of these elected officers. Each position will have one (1) vote.
Section 2. The offices of Membership, Newsletter, Publicity, Hospitality, Historian, Fundraising, Sunshine, Telephone, Horticulture and Federation Representative will be recommended by the Executive Board and approved by the Board of Directors for a one (1) year term.
Section 3. The Board of Directors will consist of the Executive Board and the Standing Committee Chairpersons. These will be: President, First Vice President, Second Vice President, Secretary, Treasurer, Parliamentarian, Membership, Newsletter, Publicity, Hospitality, Historian, Fundraising, Telephone, Horticulture, Sunshine, and Federation Representative.
Section 4. The President shall be an ex-officio member of all committees, except the Nominating Committee.
Section 5. The resignation or vacancy of an officer or officer-elect shall be filled as soon as possible once the resignation is accepted or vacancy first occurs. Vacancies shall be filled by appointment by the current Executive Board for the remainder of the club term, except for President. This position will be filled with recommendations from the Executive Board and voted on by the Membership Body.

Article VII –DUTIES OF EXECUTIVE BOARD
Section 1. President
1. The President shall preside at all meetings of the Nottingham Country Garden Club, Nottingham Country Garden Club Executive Board, and the Nottingham Country Garden Club Board of Directors.
2. She shall have general supervision of the business of the Nottingham Country Garden Club.
3. She shall at all times keep the membership informed as to the affairs of the Club.
4. She shall do and perform such other duties as may be needed from time to time by the Board of Directors.
5. She or a representative shall represent Nottingham Country Garden Club at Houston Federation of Garden Clubs and other meetings.
6. She shall appoint special committees as needed.
7. She shall head the Executive Board and call meetings as necessary.
8. She shall provide to Houston Federation of Garden Clubs a current list of officers for the coming year and a list of members.
9. She shall submit, before the September meeting, any projected expenditures for the current year.
10. She shall be an Honorary Board of Director Advisor for one (1) year following her term.
11. She shall provide an annual report of her office activities from the current year by May 31st.
Section 2. First Vice President
1. The First Vice President, in absence or inability of the President, shall exercise all functions of the President.
2. The First Vice President will be in the second year of the Second Vice President’s term.
3. She shall be Chairman of Monthly Programs.
4. She shall work and plan with the Second Vice President the Programs of the club.
5. She shall submit, before the September meeting, any projected expenditures for the current year.
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6. She shall provide an annual report of her office’s activities for the current year by May 31st.
7. She shall serve on the Executive Board and the Board of Directors.
Section 3. Second Vice President
1. The Second Vice President, in the absence or inability of the President and First Vice President, shall exercise the functions of the President.
2. The Second Vice President will be in the first year of her term. She shall become First Vice President in the second year of her term.
3. She shall assist in chairing of Monthly Programs.
4. She shall work and plan with the First Vice President on Programs for the club.
5. She shall submit along with the First Vice President, before the September meeting, any projected expenditures for the current year.
6. She shall provide an annual report of her office’s activities for the current year, by May 31st.
7. She shall serve on the Executive Board and the Board of Directors.
Section 4. Secretary
1. The Secretary, in the absence of the President, First Vice President and Second Vice President, shall exercise all functions of the President.
2. She shall record and present the minutes of the General Meetings, the Executive Meetings and the Board of Directors’ Meetings to all members of that respective meeting.
3. She shall be responsible for written correspondence as requested by the President.
4. She shall submit written copies of minutes from each Board and General Meeting, to the President, following the May meeting.
5. She shall submit, before the September meeting, any projected expenditures for the current year.
6. She shall provide an annual report of the office’s activities from the current year, by May 31st.
7. She shall serve on the Executive Board and the Board of Directors.
Section 5. Treasurer
1. The Treasurer, in the absence of the President, First Vice President, Second Vice President and Secretary shall exercise all functions of the President.
2. She shall be custodian of all NCGC funds and shall be responsible for the management of accounting functions for the organization.
3. She shall report present balances at the Board Meetings and the General Membership Meetings.
4. She shall chair a committee whose responsibility shall be to compile all expenses from the club’s current year into a projected budget for the forthcoming year.
5. She shall submit, before the September meeting, any projected expenditures for the current year.
6. She shall provide an annual report of the office’s activities from the current year, by May 31st.
7. She shall complete and submit yearly tax exempt forms, in a timely manner.
8. She shall serve on the Executive Board and the Board of Directors.
Section 6. Parliamentarian
1. The Parliamentarian, in the absence of the President, First Vice President, Second Vice President, Secretary and Treasurer shall exercise all functions of the President.
2. She shall keep a current record of Bylaws with its revisions and amendments.
3. She shall supervise the annual election at the January general meeting.
4. She shall submit, before the September meeting, any projected expenditures for the current year.
5. She shall submit, before the September meeting, a current record of Bylaws to the Membership Chairperson.
6. She shall provide an annual report of the office’s activities from the current year, by May 31st.
7. She shall serve on the Executive Board and the Board of Directors.

Article VIII – DUTIES OF THE BOARD OF DIRECTORS
Section 1. Fundraising
1. She shall organize and facilitate fundraising activities for the organization.
2. She shall submit, before the September meeting, any projected expenditures for the current year.
3. She shall provide an annual report of the office’s activities from the current year, by May 31st.
4. She shall serve on the Board of Directors.
Section 2. Historian
1. She shall take and obtain pictures documenting the organization’s meetings, activities, and functions.
2. She shall compile pictures and memorabilia with labels in a photo album.
3. She shall submit, before the September meeting, any projected expenditures for the current year.
4. She shall provide an annual report of the office activities from the current year, by May 31st.
5. She shall serve on the Board of Directors.
Section 3. Hospitality
1. She shall plan, organize and direct the hospitality (food, drinks, and paper goods, decorations, set up) for General Meetings and Socials.
2. She shall obtain volunteers to help set up and provide food and drinks for meetings.
3. She shall submit, before the September meeting, any projected expenditures for the current year.
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4. She shall provide an annual report of the office’s activities from the current year, by May 31st.
5. She shall serve on the Board of Directors.
Section 4. Membership
1. She shall provide membership forms and collect completed forms and dues.
2. She shall compile a yearbook, to be handed out to paid members to include a current Membership list (directory), scheduled programs, the bylaws of NCGC and a list of the Board of Directors.
3. She shall keep a current list of members’ addresses and phone numbers.
4. She shall provide name tags for each member as well as blank ones for guests.
5. She shall submit, before the September meeting, any projected expenditures for the current year.
6. She shall provide an annual report of the office’s activities from the current year, by May 31st.
7. She shall record the number of members and guests at each club function.
8. She shall serve on the Board of Directors.
Section 5. Newsletter
1. She shall write articles, design and distribute the NCGC Newsletter.
2. She shall submit, before the September meeting, any projected expenditures for the current year.
3. She shall provide an annual report of the office’s activities from the current year, by May 31st.
4. She shall serve on the Board of Directors.
Section 6. Publicity
1. She shall be in charge of all publicity for the club, including providing information to local newspapers, magazines, and community newsletters. She shall also be responsible for publicizing special projects.
2. She shall submit, before the September meeting, any projected expenditures for the current year.
3. She shall provide an annual report of the office’s activities from the current year, by May 31st.
4. She shall serve on the Board of Directors.
Section 7. Sunshine
1. She shall send card or letters as necessary regarding health, death, and special needs to members.
2. As an expression of sympathy, she may send flowers or a memorial gift, (s per Standing Rule 4) with approval of the Board of Directors.
3. She shall submit, before the September meeting, any projected expenditures for the current year.
4. She shall provide an annual report of the office’s activities from the current year, by May 31st.
5. She shall serve on the Board of Directors.
Section 8. Horticulture
1. She shall present at each meeting a brief presentation of current plants brought in from members’ gardens.
2. She shall provide an annual report of the office’s activities from the current year, by May 31st.
3. She shall serve on the Board of Directors.
Section 9. Telephone Committee
1. She shall call members to inform them of events and information as needed.
2. She shall provide an annual report of the office’s activities from the current year, by May 31st.
3. She shall serve on the Board of Directors.
Section 10. Representative to Houston Federation of Garden Clubs
1. She shall represent, and coordinate NCGC duties for Houston Federation of Garden Clubs Meetings.
2. She shall inform Membership of Houston Federation of Garden Club’s activities and programs.
3. She shall provide an annual report of the office’s activities from the current year, by May 31st.
4. She shall serve on the Board of Directors.

Article IX – NOMINATIONS
Section 1. The President shall appoint three (3) members to serve on the Nominating Committee. One (1) shall be an Executive Board member and she shall serve as chair. They shall be appointed in November.
Section 2. The Nominating Committee shall present a slate of officers at the regular December meeting, with one nomination for each office. At the regular December meeting, nominations from the floor are in order for the slate of elected officers – President, Second Vice President (will serve the first year of term as Second Vice President and the second year as First Vice President), Secretary, Treasurer, and Parliamentarian. Each office is to be for a two (2) year term, except the First and Second Vice Presidents, which are each for one year.
Section 3. To be nominated for President, the member must be in good standing with NCGC for two (2) years and served one (1) year on the Board of Directors.
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Section 4. To be nominated for Second Vice President, Secretary, Treasurer and Parliamentarian, the member must be in good standing with NCGC for one (1) year.
Section 5. A member must give approval for their name to be placed in nomination.

Article X – ELECTIONS
Section 1. All officers shall be elected at the January meeting, of the appropriate year: President, Second Vice President, Secretary, Treasurer and Parliamentarian- each to serve a term of two (2) years.
Section 2. The elections for President, Second Vice President and Parliamentarian will occur on odd numbered years. Elections for Second Vice President, Secretary and Treasurer will occur on even numbered years.
Section 3. These officers shall be elected by a majority of paid members in attendance. Elections shall be by ballot, except when there is but one candidate.

Article XI – MEETINGS AND QUORUMS
Section 1. The NCGC shall hold meetings on the 1st Thursday of each month, from September through May 31st.
(See standing Rule 9)
Section 2. The Executive Board Meeting will be held the Monday prior to the General Meeting, unless it falls on a Holiday. The President will then reschedule the meeting. The minutes will be sent to all Board of Directors members.
Section 3. The Board of Directors Meeting will be held the Monday prior to the General Meeting in September, January and May, unless it fall on a Holiday. The president will then reschedule the meeting. Additional meeting may be called as needed.
Section 4. A quorum to transact business shall be composed of fifty-one (51) percent of membership.
Section 5. The voting body shall consist of all paid members.

Article XII – BUDGET
Section 1. Each officer shall submit an estimate of projected expenses for the forthcoming year beginning in September and ending in August.
Section 2. The President shall appoint a committee chaired by the Treasurer to prepare a budget for the year.
Section 3. This budget will be submitted to the Board of Directors for the final approval and then to the entire membership for a vote at the September meeting.

Article XIII – FISCAL YEAR
Section 1. The Fiscal year shall run from June 1st to May 31st.

Article XIV – PARLIAMENTARY PROCEDURE
Section 1. ROBERT’S RULES OF ORDER REVISED, SECOND EDITION, shall be the adopted authority on all questions of parliamentary procedure not covered in the Bylaws.
Section 2. Standing Rules may be added to these Bylaws at any meeting by a majority vote of members, provided previous notice has been given, otherwise a two-thirds vote is required.

Article XV – AMENDMENTS
Section 1. The Bylaws may be amended at any regular meeting of the NCGC by two-thirds vote of members present and voting, provided the proposed amendment was submitted in writing to the membership and presented at a previous meeting.

STANDING RULES
1. Each member is responsible for work assigned.
2. The NCGC shall pay fifty dollars ($50.00) in September to the Houston Federation of Garden Clubs for the Poinsettia Fund Project.
3. The Club shall be allowed to pay a guest speaker for expenses incurred as budgeted.
4. As an expression of sympathy, the NCGC may send flowers or give a memorial gift up to $50.00, to the family of a deceased club member.
5. The Executive Board (excluding the President) shall be responsible for selecting the gift for the outgoing President as per line item in the current budget.
6. Special committees shall consist of Nominating and Budget. Specific committees shall be chosen as needs arise. Each committee will be chaired by the appropriate Board of Director chairperson.
7. Members addresses, email addresses and phone numbers are for club business only and not to be used for solicitations.
8. Annual donations will be voted on by the membership and must be garden related.
9. The monthly General Meeting will start at 9:30 or at appropriate time with previous notice to the membership of time change.
10. Guest are allowed one visit per Club year.
11. Members only will be allowed to attend Field Trips.