By Laws

PURPOSE

 

NATIONAL COUNCIL OF STATE GARDEN CLUBS, INC. AND ITS REGIONS

 

National Garden Clubs, Inc. (NGC) is essentially a chain of communication which flows continuously to, from and between all of its members around the world.  The chain is strong because of its many links.  Each link works with, and in support of, its neighbors. It is responsive to their needs and is flexible in altering its contours to meet challenges and surmount obstacles to further the goals and interests of NGC.

 

The REGIONS OF NGC are among the most important links in this chain of communications.  In 1933, while Mrs. Frederick R. Kellogg was NGC President, seven Regions were created in order that “the parts of the country with similar gardening conditions and interests could meet together regularly for mutual pleasure and assistance”. An eighth Region was added in 1960 by division of the then South Atlantic Region into the South Atlantic and Deep South Regions.

 

NGC’s purpose in forming these Regions has withstood the test of time.  It allowed each “part of the country” to develop its own special and individual characteristics, while meeting together regularly for mutual pleasure and assistance.  The New England Region proudly upholds this high purpose, which is as valid today as it was almost 60 years ago.

 

The REGIONAL DIRECTOR is the primary link for the Region to and from NGC and between its Member State Garden Clubs.

 

The STATE GARDEN CLUB PRESIDENT is the primary link for the Region to and from the members.

 

The REGIONAL REPRESENTATIVES are the major links for the Region to and from the corresponding NGC Chairmen.

 

The following information from NCC Bylaws is included for reference:

 

NATIONAL GARDEN CLUBS, INC. BYLAWS
MAY 2009 REVISION

 

NATIONAL OFFICERS, REGIONAL DIRECTORS AND ALTERNATES
ARTICLE VIII  — OFFICERS-ELIGIBILITY
Section 1.  ELECTED OFFICERS   *

A.               The elected officers of NGC shall be a President, a First Vice-President, a Second  Vice-President, a Third Vice-President, a Fourth Vice-President,* a Recording Secretary, a Treasurer, and a Director for each Region.

*      PROVISO: The office of Fourth Vice-President will be retained for the 2009-2011 administration but will be eliminated beginning with the 2011-2013 administration.

 

D.        To be eligible for the nomination as Regional Director or Alternate Regional Director, each nominee shall have served as President of a State Garden Club for a minimum of     two (2) years and shall have attended two (2) of the three (3) previous Regional Conventions/ Meetings at the time of election.  In the event the State Garden Club does not have a nominee who has served a minimum of two (2) years as President of a State Garden Club and willing to serve, the current President will become eligible for the nomination.

E.         All officers elected and installed at the NGC Convention in the odd-numbered years shall have attended two (2) of the previous three (3) NGC Conventions at the time of election.  All Regional Directors shall have attended a minimum of two (2) NGC Conventions and may include the NGC Convention at which they are installed.

F.         Each nominee shall have the endorsement of the Governing Board of that State Garden Club, signed by the State President.

G.        Officers shall be elected for a term of two (2) years, or until their successors are elected.  No elected officer shall serve more than one term in the same office except the Treasurer who may serve no more than five (5) consecutive terms.

H.        Officers shall assume their duties at the close of the NGC Convention at which they are elected except the Treasurer who shall assume office at the close of that fiscal year.

Article IX – DUTIES OF OFFICERS

 

Each officer shall:

A.       Serve as a member of the Executive Committee and of the Board of Directors.

B.        Perform the duties prescribed by these Bylaws, the Standing Rules and by the adopted Parliamentary Authority.

C.        Report to each NGC Convention and at other times as required.

Section 10.  — REGIONAL DIRECTORS
A.        Each Regional Director shall:

1.         Direct the activities of the Region.

2.        Coordinate and promote the activities of NGC.

3.        Serve as a member of the NGC Scholarship Committee.

4.        Conduct an Annual or Biennial Regional Convention in rotation as established in the Bylaws, Standing Rules, Rules of Procedure, or Policies of the Region.

5.         Appoint Regional Chairmen as necessary to carry out the purposes of NGC which shall conform, insofar as practicable, to those of NGC.

6.         Inform the NGC President of an anticipated absence from any required meeting and secure approval for the Alternate Regional Director to represent the Region with all the privileges of the Director.

7.         Adhere to ARTICLE XI for election procedures within the Region.

B.        In the event of a vacancy in the office of Regional Director, the Alternate Regional Director shall become Regional Director.  An Alternate Regional Director shall then be elected as established within that Region according to prescribed procedure.  (ARTICLE XI, Section 2.)

 

ARTICLE X  — NOMINATING COMMITTEE

Section 1. —  STRUCTURE
The Nominating Committee shall be composed of a Chairman, Vice-Chairman and two members from each Region.  There shall be one Alternate for each member position.  The Vice-Chairman shall be a member of the Board of Directors and shall attend each meeting of the Nominating Committee as a non-voting member.

A.        Chairman and Vice-Chairman

1.         To be eligible to serve as Chairman or Vice-Chairman, each nominee shall have served a minimum of two (2) years as an elected officer of a State Garden Club, a minimum of four (4) years as a member of the NGC Board of Directors and shall have attended two (2) of the three (3) previous NGC Conventions prior to assuming that position.

2.   The Chairman and the Vice-Chairman shall be elected by the Executive Committee subject to ratification by the Board of Directors at the Fall Board of Directors’ Meeting held in the even-numbered year.  Recommendations may be sent to the President and the Recording Secretary by members of the NGC Board of Directors and by State Garden Clubs at least four (4) weeks prior to the Fall Board of Directors’ Meeting held in the even-numbered year.

B.        Members  *

1.         To be eligible to serve as a Member or Alternate Member, each member shall have served two (2) years as an officer of a State Garden Club, a minimum of two (2) years as a member of the NGC Board of Directors and shall have attended two (2) of the previous five (5) NGC Conventions prior to assuming that position.  The Member or Alternate Member must reside within the Region represented.

2.         The States from which the Members and Alternate Members are selected shall be determined by the Bylaws, Standing Rules, Rules of Procedure or Policies of each Region.

3.         The Member and Alternate Member shall be elected by the Governing Board of the State Garden Club during the even-numbered year prior to service.

4.*       If neither the Member nor the Alternate Member is able to attend a meeting, the Regional Director shall appoint a member from the Region already serving on the NGC Board of Directors to attend that meeting.

*  The Alternate Members-at-Large elected to serve for the 2009-2011 administration will serve but the position will be eliminated beginning with the 2011-2013 administration.
Section 2. —  DUTIES
The Nominating Committee Members shall:

A.        Consider recommendations from members of the NGC Board of Directors and from State Garden Clubs.

B.        Request the availability of the Parliamentarian for counsel.

C.        Nominate one (1) candidate for each elected office to be filled after having ascertained that each nominee is qualified and willing to serve if elected.

D.        Finalize and report the prepared slate to the Board of Directors at the Fall Meeting

in the even-numbered year.

ARTICLE XI – ELECTION OF OFFICERS

 

Section 2.  —  ELECTION OF REGIONAL DIRECTORS AND ALTERNATE
REGIONAL DIRECTORS
The State from which the next Regional Director and Alternate Regional Director shall come is determined by the Bylaws, Standing Rules, Rules of Procedure or Policies of each Region.  The Regional Director and the Alternate Regional Director must reside within the Region they represent.

A.        The candidate for Regional Director shall be:

1.         Elected by the Governing Board of that Director’s State Garden Club in session during the even-numbered year prior to assuming office.

2.         Presented to the NGC Convention in the odd-numbered year.

3.         Installed at the NGC Convention in the odd-numbered year and assume office for a term of two years at the close of the NGC Convention.

B.        The candidate for Alternate Regional Director shall be elected by the Governing Board of that State Garden Club in session during the even-numbered year prior to assuming office.

 

NEW ENGLAND REGION PROCEDURE

 

THE REGIONAL EXECUTIVE COMMITTEE
1.   Is composed of the Regional Director, Alternate Director, the six State Garden Club Presidents, Regional Secretary, Treasurer, Historian, Parliamentarian and Immediate Past Regional Director.

2.   Decides matters of Regional procedure and activity by a majority vote of the members, provided at least five members are present.  (Each member has one vote).

3.   Meets at the call of the Director, usually at the Regional Annual Meeting, NGC Fall Board Meeting, and/or at the NGC Convention or by mail if necessary, with the purpose stated in said directive or Call.  Other people whose presence would be helpful may be invited by the Director to attend.

 

THE BOARD OF DIRECTORS
1.   Is composed of the Director, Executive Committee and Regional Representatives of the NGC Chairman.

2.  Meets at the Call of the Director to consider proposals for new procedures and/or activities and to recommend action.  Majority vote constitutes passage of such action.

3.  No officer or committee may receive remuneration for services rendered in connection with the NER chairmanship in which they serve.

 

THE REGIONAL REPRESENTATIVE
1.   Represents the NGC Chairman’s Program to the Region.

2.   Attends Regional Meetings:  planning and preparing exhibit or workshop when requested by the Regional Director or the Meeting Chairman.

3.   Attends NGC Conventions, whenever possible.  Assists the NGC chairman with an exhibit or workshop when requested.

4.   Keeps the Director informed concerning the activities in the Region.

5.   Makes a written annual report (September to September) of the activities in the Region.

6.   ALL REPORTS AND CORRESPONDENCE MUST BE SIGNED AND DATED.

 

THE FINANCE COMMITTEE
A Finance Committee is to be appointed to include: The Past Regional Director, the Regional Treasurer, the Regional Secretary and one representative from each State Garden Club who shall be appointed by the State Garden Club President or may be the State Garden Club President.  Each State Garden Club shall have one vote.

 

The present Regional Director shall be an ex-officio member.  The purpose of this committee is to prepare the budget and review financial matters. The Chairman of this committee shall be appointed by the Regional Director.

 

The fiscal year shall be July 1 through June 30.

 

 

 

NEW ENGLAND REGION FINANCE POLICY

 

 

1.           Each of the six New England states remit to the NER Treasurer the sum of $125 per year for states under 1,500 members and $150 for states with membership of 1,500 or over.  This amount will be due and payable July 1 of each year.

 

2.           The New England Region Board of Directors shall approve a budget for the next fiscal year at the Annual Meeting of the New England Region.

 

3.           All expenses payable by the New England Region shall be paid through a voucher system with receipts submitted.

 

4.           All New England Region chairmen may be reimbursed up to $20.00 per year upon submitting the proper voucher and receipts.

 

5.           The Newsletter Editor, Secretary and Treasurer shall be reimbursed for the cost of copying and mailing their respective materials to the appropriate Board of Directors members.

 

6.           The New England Region Director shall be reimbursed for expenses incurred up to $600.00 per year upon submitting the proper voucher and receipts.

 

These expenses shall include:

a.       All correspondence between the Director and the Board, including postage and photocopying.

b.      The Call to the Meetings

c.       Any optional documentation the Director distributes that is not covered by the general budget.

d.      Travel

e.       Meetings and hotel registrations other than the Annual New England Region meeting.

 

7.  The NER self-insure the NER trophies by setting aside $100 per year in a separate fund.

 

8.  The National Garden Club’s Operation Wildflower Fund – Regional Project allowance is used for expenses of the New England Region Unified Project (workshops, materials, awards, etc.).

 

 

 

Approved – October 14, 2004

 

 

 

 

 

ROTATION OF NEW ENGLAND STATES

 

Selection of Regional Director and Alternate

 

ME…..MA…..NH…..CT…..RI…..VT
Selection of National Nominating Committee and Alternate

 

CT…..NH…..MA…..RI…..ME…..VT
Hostess State for the Annual Meeting

 

ME…..RI…..MA…..NH…..CT…..VT

 

Hostess State for the Regional Flower Show Symposium

 

CT…..NH…..ME…..MA…..RI…..VT

 

 

Committee of 2 Presidents to approve the Annual Business Meeting Minutes

 

CT…..NH…..MA…..VT…..ME…..RI
Beginning 2011 New Rotation and Regional Flower Show Symposium

 

MA……….RI…………..CT………..VT…………..NH……………ME

 

States may choose to hold Annual Meeting at same time as Symposium or they may hold at separate times.

 

In the event that a State Garden Club is unable to accept its turn in any rotation, it passes to the next State Garden Club in that rotation until a State Garden Club is reached that can accept the opportunity.  A passing State Garden Club is entitled to another opportunity at its next turn in rotation.  A State Garden Club providing the Alternate for Regional Director or for Nominating Committee Member in place of the State Garden Club whose regular turn it was, does not lose its turn to select the Director or Nominating Committee Member if the Alternate is not called upon to serve.  Any exception to the above rotation must be approved by vote of the Executive Committee.  Requests must be made in writing to the New England Regional Director prior to the deadline as determined by the NGC Nominating Committee Chairman.

 

REGIONAL DIRECTOR

 

1.      Is a member of NGC Executive Committee which meets three (3) times a year; immediately preceding the NGC Fall meeting of the NGC Board of Directors; immediately preceding the NGC Annual Convention, and during the winter.  Required to attend all meetings of NGC Executive Committee, all NGC Board Meetings and NGC Conventions and shall notify the NGC President of any unavoidable absence.

2.      Coordinates the interest of the State Garden Club in the Region and assists the State Garden Club Presidents when called upon.

3.      Assists NGC Chairmen and NE Regional Representatives.

4.      In conference with the State Garden Club Presidents of the Region, plans a Unified Regional Activity so that the Region may make application for National Award #12, The Emerald Award, and may also be working towards a common goal.

5.      Plans and conducts the NE Regional Breakfast at the NGC Convention.  If an officer or NGC chairman is invited to be the guest speaker, a suggested honorarium is the NGC Honor Book, or a book.  Speaker fee may be budgeted by the NE Regional Executive Committee

6.      Issues an invitation to the NGC President to visit the Region.

7.        Visits (upon invitation) each State Garden Club during the term of office, at least once.

8.        A written report of yearly activities is presented at each NER Annual Meeting, at each NGC Convention and at NGC Executive Board Meeting.

9.       Upon application, a yearly speaker/program reimbursement is available from NGC toward the NER Breakfast or NER Annual Meeting. There is an allotment in NGC budget available upon written request to cover Director’s expenses.

10.   Introduces the NER Director-Elect following the reports at the NGC Annual Convention.

11.   At the NGC Regional Breakfast in the odd-numbered years presents the NER Director’s pin to the NER Director-Elect.

12.   Keeps official copy of NER Handbook, updates it when necessary and passes it on at the close of the term of office.

 

NEW ENGLAND REGION DIRECTOR-ELECT
1.        The NGC and NER personnel file shall be available to the NER Director-Elect

2.        The NER Director, after being elected by the governing body of that State Garden Club, shall plan the next NER Meeting or Conference with the host committee.

3.        Shall become the NER Director elect January 1 in odd-numbered year, at which time the NER Director-Elect may ask members to serve on the next NER Board.

4.        In order that names may be available for NGC Chairmen, the NER Director-Elect shall ask the State Garden Club Presidents in the NER to recommend qualified people willing to serve as NER Representatives.

5.        In odd-numbered years, the NER Director-Elect shall provide names and complete mailing addresses of NER Representatives to the NGC Headquarters for inclusion in the kits of the NGC Chairmen at the post convention NGC Board of Directors’ Meeting.

6.        A copy of the Bylaws and the Standing Rules of NGC shall be provided to NER Director-Elect.

7.        NER Director-Elect should check with the President of the State Garden Club of the outgoing NER Director to arrange for a gift.

 

NGC NOMINATING COMMITTEE MEMBER
Election of Members to NGC Nominating Committee
1.        The members of the NGC Nominating Committee are elected by the NER State Garden Club according to rotation.  Each of the two State Garden Clubs will elect a Committee member and an Alternate Member who will serve on the Committee in the event that the Committee Member is unable to serve.  If a State Garden Club does not have two members who are eligible to serve on the NGC Nominating Committee, the next State Garden Club in rotation shall elect an Alternate.

2.        State Garden Clubs providing an Alternate who are not called to serve do not lose a turn in rotation.  No State Garden Club may provide more than one member to serve on the NGC Nominating Committee at one time.

 

 

 

POLICY FOR NEW ENGLAND REGIONAL SYMPOSIUM

CHAIRMAN

 

1.     Everyone taking the course for credit is required to pay full course with NGC examination fee.

2.     Everyone auditing the course to extend their good standing is required to pay the full course fee with NGC fee.

3.     Hotel expenses (one double room only) for Chairman and Registrar to be paid from the Symposium funds.  The following committee members are not required to pay course fee and lunch: Chairman: Registrar: Horticulture Chairman (1 day): and Design Chairman (1 day).  Those in #1 and #2 above must pay full course fee.

4.     Single day tickets (including lunch) are to be given to Master Panel Judges to hear NGC Instructor’s presentation of subject material prior to judging.

5.     Single tickets (including lunch) are to be given to exhibitors, unless they are Judges in #1 or #2 above.  A MAXIMUM OF $25.00 will be given to such design exhibitors to help defray the costs of plant material (bills must be submitted).

6.     All courtesies (hotel room, meals, etc.) as incurred are to be extended to the NGC President.

7.     Courtesies extended to the NER Director and hostess State Garden Club President shall include dinner the night before the first day of Symposium, room for that night, breakfast and lunch on the first day.

8.     The NER Symposium Funds are to be placed in a separate account by the NER Treasurer.

9.     The Chairman (or committee member designed by her) shall submit a detailed, audited financial report within two (2) months to the NER Director and the NER Treasurer with copies to each State Garden Club President, State Garden Club Flower Show School Chairman, Flower Show School/Symposium Advisor and the New England Region Judges Council Chairman.

10.   Finance:

a. The hostess state may request up to $1,000.00 in advance to cover early expenses for         the Symposium.  This amount will be returned at the end of the Symposium.

b. Each Symposium must submit a budget to the NER Symposium Committee for      approval at least six months in advance of the Symposium.

c. At the end of the Symposium the host state will retain $500.  Any additional profit will be divided, with 60% to the host state, and 40% to the NER Operating Fund.  If there is less than $500 profit after all approved bills are paid, the NER Symposium Fund will pay the difference to the host state Symposium Fund. If the balance of the Symposium Fund drops below $3000, then 20% of the profit will be returned to the Symposium Fund until it reach $3000.

d. Monies raised by the host State Garden Club from their own Ways and Means, books, etc. and not from vendors contracted only for the Symposium, shall be the sole property of that State Garden Club.  All vendor and raffle income will be income to the NER Symposium.

11.   The NER Flower Show Symposium Fund Committee, consisting of a Chairman appointed by the NER Director and the Flower Show Schools Chairmen from each State Garden Clubs, shall review these policies prior to each NER Annual Meeting.

 

Presented June 14, 1995                     Revised October 22, 2003

Adopted September 1995                   Revised October 14, 2004

Revised October 17, 2002                  Revised October 17, 2008