New England Region 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 75 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 2011 REVISION

ARTICLES OF ASSOCIATION

ARTICLE I:                  THE NAME OF THE ORGANIZATION IS New England Region, National Garden Clubs, Inc.

ARTICLE III:               MEMBERSHIP

Said organization shall not permit in their conduct of club affairs, any restriction or limitation whatsoever based upon race, color, creed, gender, age and national origin or employment status.

ARTICLE IV:                DISSOLUTION

Upon the dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.

ARTICLE V: 

THE ABOVE ARTICLES OF ASSOCIATION WERE ADOPTED BY OUR GOVERNING BODY ON May   2011.

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 Recording Secretary, a Treasurer, and a Director for each Region. 

B.        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.

C.         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.

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

E.        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. 

F.        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. 

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.

Election of NER 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.

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 The immediate Past Regional Director.

The fiscal year shall be June 1 through May 31.

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 $1000.00 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 – May 2011

ROTATION OF NEW ENGLAND STATES

Selection of Regional Director and Alternate

    ME…..MA…..NH…..CT…..RI…..VT

Selection of National Nominating Committee and Alternate

 NH/MA…..…..RI/ME….......VT/CT

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 it is the decision of the state with approval of the Regional Director at the time it is organized. Because the symposiums may be held before the incoming Regional Director is approved or even elected to Office.

            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

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

3 3.  Assists NGC Chairmen and NE Regional Representatives.

5 4.  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 5.  Issues an invitation to the NGC President to visit the Region.

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

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

8.     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.

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

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

11.   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.

1.  Is a member of the NGC Board of Directors which meets twice a year.  Required to attend all NGC Board meetings and NGC Conventions and shall notify the NGC President of any unavoidable absence.

2.  Presents the activities of the state garden Club to the NER Region and promotes NER goals.

3.  Cooperates with the other New England State Garden Club Presidents and the NER Director in the adoption of procedures and activities that will best serve the members, benefit the Region and advance all the objectives of NGC. 

4.  Consults the NER director on any problems affecting the state in relation to the NE Region and NGC.

5.  Invites the NE Regional Director to attend an Annual State Garden Club Convention/Conference at least once, underwriting the registration, housing and meals.  When inviting guests (NER Director or State President) allow a travel companion to attend at their own expense.

6.  Keep NE Regional “Rules of Procedure” and minutes of the NE Regional Meeting and passes on to successor.

7.  Prints the Name of the NER Director and the Theme in the State Garden Club publication.

8.  Makes a written annual report of the state Garden Club’s activities for the Annual NER meeting and NGC Convention.

9.  Appoints in consultation with the NER director a Meeting Chairman for the Annual Meeting, when held in the state.

10.  In consultation with the NER Director, appoints a Symposium Chairman for the NER Flower Show Symposium, when held in the state.

11.  Encourages applications for the NGC and NER Awards and Scholarships.

12.  Encourages maximum participation by the members in both NER and NGC activities.

13.  Each State Garden Club in the region makes an annual contribution as determined by the NER executive committee to the NER Treasurer by June 1.  This money is to be used solely at the discretion of the NER director.

14.  Immediately following the NGC Convention in the odd-number years, State Garden Club Presidents should have names and addresses of the Chairmen sent to the Corresponding NER Representative and the Director.  State Garden Clubs not having a counterpart of specific NGC Chairmen shall indicate to whom communications are to be sent.

15.  Determines the NGC Delegates and alternates as follows:

Each State Garden Club shall be entitled to elect NGC Delegates and alternates based on dues remitted to NGC by October 31 and additional dues remitted prior to thirty days preceding the NGC Annual Convention as specified in the NGC bylaws.

a.  Credentials of each delegate and alternate shall be signed by the State Garden Club President and mailed to the NGC Credential Chairman one month prior to the NGC Annual Convention and shall be the official list of delegates and alternates of that State Garden Club.

b.  The State Garden Club President may fill the authorized quota of delegates and alternates at the time of the NGC Annual Convention by presenting the credentials of registered members of that state to the NGC Credential Chairman.

16.  NGC and NER Dates take priority over all State Garden Club Dates.  Clear Dates with the NER Director.

17.  Ensures that NGC Council dues are paid according to the following:

NGC Dues are due June 1^st, are delinquent after September 30 and MUST be paid by October 31^st.  State Garden Clubs failing to remit dues by October 31^st shall

forfeit representation at the NGC Convention and shall be excluded from tabulation used to determine NGC Awards.

18.  All Correspondence and Reports must be Dated and signed.

Annual Regional Meeting

The purpose of the meeting is to create interest and promote enthusiasm among the membership of the New England Region.  Each State Garden Club President shall present a brief report highlighting State Garden Club Activities.

The general plan for the meeting is made by the Director in conference with the Hostess State Garden Club President and the Meetings Chairman, appointed by the State Garden Club President and approved by the Director.  Suggestions for speakers, workshops, etc may come from either the Director or the Hostess State.

Time and Place are chosen by the Hostess State garden club with the approval of the Director.  Consideration should be given to easy accessibility for travelers.  Consideration may also be given to allow for multiple visits to the Region by the NGC President.  Costs to individual participants should be considered.

The invitation to the next annual meeting in the region is extended at the current Annual Meeting by the next Hostess State Garden Club President.  The invitation is extended to all garden club members in the New England Region.

The “Call” is issued by the director to all State Garden Club Presidents and all State Garden Club Publications Editors of the NER AT LEAST 5 MONTHS PRIOR TO THE MEETING DATE and includes: a letter of invitation from the director and the Hostess State Garden Club President, the tentative program, the registration form, directions to the meeting place, housing information and any other pertinent data.

If the hostess State Garden Club is planning a state meeting or a regional symposium is to be held at the same location in conjunction with the Regional Meeting, separate information should accompany the “Call”.  State Garden Club Editors must publish pertinent information.

Financing – The Annual Meeting shall be self-supporting.  A registration fee is paid by everyone except meeting guests attending all or part of the meeting.  The registration fee and the prices charged for the meals included in a Package Plan or Part Time Plan are set by the Director and the Meetings Chairman as low as possible but consistent with providing sufficient revenue to cover the meeting expenses.

Budget for all tentative expenses shall be approved by the Director.  Nor Refunds shall be made after the deadline date which shall be stated on the registration form.  After all bills have been paid, the Hostess State may keep 40% of any surplus with the balance to be sent to the Regional Treasurer.  If a deficit should occur, it must be met by the Hostess State Garden Club.  The profit of any ways and means activity is shared 40% For the State Garden Club and 60% for the New England Region.  The Annual Meeting Chairman is to submit a financial accounting to the Regional Director within three months of the Annual Meeting.  A copy is to be kept in the Regional File.

Guests of Meeting

A written invitation to the Regional Meeting should be sent to the NGC President.  Registration fees, hotel bills, and meals shall be complimentary.  (they are to included in the meeting expenses)  NGC provides for major transportation NER should arrange for local transportation.  The NGC President should be invited to one NER Annual Meeting.

Regional Director

Hotel and package plan, etc.  for the meeting shall be paid from the meeting expenses NER Director Provides own transportation.

Speakers- See Sample Contract

Special Guests

Such as press, state and Local officials etc may be guests of the Region and for meals they are invited to attend.

All Guests shall be provided with an assigned hostess or page to escort them and see to their requirements.

Annual Meeting Responsibilities

Director:

1.  Presides at all functions.

2.  Works with the Hostess State Garden Club Chairman to plan program, workshops etc.  Ideas may come from either the Director or Hostess State Garden Club

3.  Approves all tentative expenses, date, location, speaker, program and menu.

4.  Ascertains responsibility for contacting speakers, arranging workshops, or tours.  These duties may be assigned to either the Hostess State Garden Club or the NER Director.

5.  “Call” is prepared and sent.

6.  Five months prior to the Annual meeting the sends the “Call” and letters of invitation to all State Garden Club Presidents and State Garden Club Editors in the NE Region.

7.  Assigns functions at meals, head table-consulting with the Regional Chairman of Protocol and Resolutions.

Regional Presidents:

1.  Alerts ALL the State Garden Club Members and urges them to participate in the Regional Annual Meeting.

2. Checks with the State Garden Club Publication Editor about printing information about the Regional Meeting.

3,  Participates in any other way requested by the Regional Director.

Hostess State Garden Club President and State Garden Club

1.  Provides a Meetings Chairman and local committee.

2.  Arranges for housing, meeting rooms, meals and tentative menu, budget, suggested speakers, workshops, tours or programs.  ALL are approved by the Regional Director.  If arranging for a speaker etc.  two copies of the contract should be sent, requesting one be signed and returned to the Meeting Chairman.

3.  Appoints a registrar who arranges for Registration Packets.

4.  Arranges for monies to be collected, bills paid and reports made.

5.  Appoints, instructs and supervises the local committees who prepare the table designs, favors, place cards and corsages.

6.  Makes all arrangement delegated by the Regional Director.

7.  Provides small hospitality gifts for VIP rooms.

8.  Works closely with the Regional Director to assure a smoothly functioning ans successful Annual Meeting.

9.  Send complete meeting records and financial breakdown to the Regional director, the Regional Treasurer and the next Meeting Chairman within 3 months.

CREDENTIALS REPORT AND REGISTRATION REPORT

Credentials reports and Registration reports are two different documents.  The Registration report will repeat the information contained on the Credentials report with added information.  The Registration report is just that, a report for information only, not adopted by the assembly.  Usually two different chairmen present the reports.  If there is a State or Regional Credentials Chairmen, she is the one who prepares the Credentials report with the help of a local member of the Host State, District or Club who is serving as Registration Chairman and who prepares the Registration report.   

Credentials Report

The Credentials report is the report that will be adopted by majority vote of the assembly and this report reflects those who are eligible to vote at this convention.  It contains the categories of those who are entitled to a vote because they are members of your Board of Directors or Executive Board.  These are elected and appointed officers, district directors, past presidents, chairmen and vice-chairmen of standing and special committee and members of standing committees (perhaps according to your bylaws, members of special committees also).  Even though at the meeting itself, we refer to all the above as delegates, they receive their voting status by virtue of their position.  In addition to these, the clubs in the State or the State Garden Clubs in the Region are permitted a certain number of delegates and alternates.  This number will be listed in the bylaws of the parent organization, such as the bylaws (or policies and procedures of the Region) or bylaws of the State Garden Club.  The usual procedure of determining number of delegates  and alternates is based upon the number of members of the State Garden Club or local club.  In most bylaws the Presidents of the local clubs or alternates are automatically delegates and added to them will be a specific number according to the number of members.  In a Region, the Presidents of the State Garden Clubs, serving as members of the Board of Directors or Council, have a vote by virtue of their position so the number of delegates and alternates is based upon a specific listed number.  For the Regions of NGC, the number of delegates to the Regional Convention will be the same as allocated for an NGC Convention in most cases.  The Presidents of the State Garden Clubs are members of the NGC Board of Directors and also the Region.  In the bylaws or policies of the Region, the elected and appointed officers and the chairmen and vice-chairmen of NGC along with the members of the standing committees are usually also members of the Regional Board or Council and therefore have a vote in the Region.  We realize that on the state level and region level, some members serve in more than one capacity but can have only one vote.  To secure the accurate voting strength, we will list those members in each of their positions (not just picking the highest one) and there will be a line item called Duplications (for those serving in more than one capacity).  After the voting strength has been determined, the alternates will be listed as they have been elected in the State or in the local club but they do not have a vote.  Should a delegate not come, the President of the State Garden Club in the Region or the President of the local club at the State meeting will notify the Credentials Chairman in person to move one of the alternates to a delegate position.  The next report of the Credentials Chairman will reflect this change.  At most levels the list of delegates and alternates (by bylaw) must be submitted a certain number of days prior to the meeting.  This gives the Credentials Chairman time to prepare the list.  At the State Garden Club level, the list of delegates and alternates may perhaps be sent to the local Registration Chairman.  It will be necessary for the Credentials Chairman and the Registration Chairman to meet and verify numbers.  The local Registration Chairman may be required to prepare the Credentials report and if there is no State Credentials Chairmen, may read the report.  Remember again that the Credentials report will contain the categories of those entitled to a vote by virtue of a position currently held or held in the past along with the Presidents or alternates of the clubs and the elected delegates along with the Duplication line which after subtraction will give the voting strength.  A line called elected alternates will appear on the Credentials report after the voting strength is listed.  The Credentials report is the first report that must be adopted to form a convention; that is we must know who are eligible to vote before we vote on anything else such as the Standing Rules of the convention and the program or agenda.  No committees can be appointed that need the approval of the assembly such as the Committee to Approve the Minutes, nor Timekeepers etc. until the convention is officially opened by the adoption of the three reports, Credentials, Standing Rules and Program.  The Credentials report is updated several times in a convention of several days length and if not given, members can request an update before a crucial vote.  The preliminary Credentials report will not contain those who have merely pre-registered but only those who have already arrived at the convention by the time the preliminary Credentials report is given.  This is the reason the report changes from time to time as members arrive or as alternates move from alternate status to delegate status. 

Registration Report

The Registration report is a combination of those who are eligible to vote (voting strength) plus those non-voting members, husbands, visitors, guests etc. who have paid the registration fee.  We do not include on this report those who did not pay the fee.  If you wish, you might add a line to the Registration report after the total numbered registered of those who did not pay a registration fee.  Be careful with this as I might inquire how I could attend a convention and not pay the registration fee.  This is usually allowed for members who do nothing but work at the convention, staff the registration or credentials tables, put together table decorations, etc.  If they attend a meal function, a program, or workshops, they should be paying the registration fee.  The Registration report is not adopted.  It is for information only and can give the membership all types of breakdown categories if it is the custom, such as number of State Life Members, number of NGC Life Members, number of members from each of the districts or at the Region, number of members from the various State Garden Clubs.  You can use the same basic reporting form as the Credentials form and begin to read at the voting strength if the Credentials Chairman has just read the Credentials report or if one person is charged to give both reports one after the other, the Credentials or Registration Chairman would stop after the voting strength and move the adoption of the Credentials report and after it is adopted continue with the Registration report. 

The forms are for a Credentials report and for a Registration report that will begin with the voting strength.  If your custom is to have one person give both, follow the procedure in the paragraph above, stopping to approve the Credentials report and then move on to the Registration report that is for information only. 

CREDENTIALS REPORT

___________

(Name of Region)

PRELIMINARY-------INTERIM--------FINAL

____________

(Date and Time)

                        NATIONAL PRESIDENT

                        REGIONAL DIRECTOR

                        APPOINTED OR ELECTED OFFICERS

                        STATE GARDEN CLUB PRESIDENTS

                        PAST REGIONAL DIRECTORS

                        REGIONAL REPRESENTATIVES &

                                    CHAIRMEN

                        MEMBERS OF COMMITTEES

                        DELEGATES

                        DUPLICATIONS

                        (Serving in more than one capacity)

                        VOTING STRENGTH

                        ELECTED ALTERNATES

REGISTRATION REPORT

____________

(Name of Region)

PRELIMINARY----INTERIM----FINAL

_________

(Date and Time)

                        VOTING STRENGTH

                        ELECTED ALTERNATES

                        NON-VOTING MEMBERS

                        SPOUSES

                        VISITORS

                        GUESTS

                        TOTAL REGISTRATION

                        TOTAL ATTENDANCE

FOR YOUR INFORMATION

NUMBERS BY STATES

            CT_________  ME________  MA ________ NH ________  RI _________ VT __________

REGIONAL LIFE MEMBERS_________                                NGC LIFE MEMBERS ____________

Whereas,          The members of _____________(name of State Garden Club), attending the                                             ___ (thirty-fifth) Annual Convention at the ___(place), ___(date) have                                                      benefited from information which will create more constructive programs;                                   and

Whereas,          The State Garden Club President, ___(name), the ___(name of State Garden                                       Club) officers, chairmen and members have served this organization with                                       distinction; now therefore be it

Resolved,         That sincere thanks be given to ___, Chairman of the ____(year) Convention; ____and ____, Vice-Chairmen; ___Director of the Host District,  District __; all those who participated in designing the table decorations and favors; all the exhibitors which include Design Exhibits, Educational Displays and ___ (any other of this type, perhaps commercial displays) those who contributed to the Hospitality Bags, the VIP gifts and ___(any others you need to thank who contributed money, support etc.); those who served as pages and hostesses; and all the members of the ____(name of Host District or Host Club)) who have planned and participated in the success of this Convention and assured the success by their many courtesies extended; and

Resolved,         That our gratitude be expressed to____, President of the National Garden

Clubs (and/or _____the Director of the ____Region) for the education value

 enjoyed by all through their enlightening and timely messages and warm

greetings; and

Resolved,         That the ___(name of State Garden Club) President, ____, through her                                    gracious presiding; the members, delegates, chairmen and officers, through                                 their dedicated concern in the deliberations of this Convention, be                                   commended for their spirit of cooperation; and

Resolved,         That the breakfast, luncheon and banquet speakers and presenters, the                           (name                 those you feel a need to name, the musicians, the workshops                                     presenters, the names of the speakers and presenters at the breakfasts,                               luncheons and banquets, anyone who came to give you a special                                                  presentation) be extended our appreciation for contributions which will be                                 long remembered; and

Resolved,         That appreciation be extended to the management and staff of the _____                                             (Hotel or Motel) for accommodating us so well in our physical needs and in                   the services rendered; and

Resolved,         That this resolution be incorporated in the minutes and that copies be sent

                                To (name them, such as the State Garden Club President, the   Chairman/Vice-Chairmen of the Convention,  and the management of the____(Hotel/Motel).

                                                                                                                __________________________

                                                                                                                (Name), Resolutions Chairman

Adopted by ______(Name of State Garden Club) Convention

Date ___________________

THE REGIONAL FLOWER SHOW SYMPOSIUM

Established 1968

SYMPOSIUM GENERAL POLICIES

The dates and place are chosen by the Hostess State Garden Club with the approval of the NER Director.

Each Symposium is planned and conducted according to NCSGC Symposium requirements by the Symposium Chairman, who is appointed from the hostess State Garden Club President in conference with the NER Director.

The Symposium Fee is set as low as prudent and consistent with providing the highest caliber of advanced instruction and the current prices of printing, etc., to assure that revenues will cover expenses.

The Symposium Fund, established in 1969, is held by the NER Treasurer.  The Symposium Chairman may ask for an advance of funds to plan the upcoming symposium.  When not in use, the fund is kept in a bank account by the NER Treasurer.  The interest earned is added to the Fund. The maximum amount to be kept in this fund is $3000, and additional revenue is to be returned to the NER general fund.

Surplus / Deficit Provisions:  If occasionally, in unavoidable adverse circumstances, a Symposium should suffer a deficit, it can be met from the fund or shared by the six State Garden Clubs, as then decided by the NER Executive Committee.  A surplus, if any, is added to the Fund.  The fund is not to exceed $3000.

The Permanent Symposium Record:  Each Symposium Chairman is responsible for adding a detailed report, including a complete financial statement, to the Permanent Symposium Record and for sending the financial statement to the NER Director, each State Garden Club President, each State Flower Show Schools Chairman, the NER Treasurer, and the NER Secretary.  The Symposium Chairman shall forward the Permanent Record to the next Chairman within 3 months, with the required copies of the financial statements to the officials named above.  Any monies are turned over to the NER Treasurer within 3 months of the course.

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

                                    Revised September 22, 2009                              

Sample Symposium  Budget